Job Description

About SickKids

Dedicated exclusively to children and their families, The Hospital for Sick Children (SickKids) is one of the largest and most respected paediatric healthcare centres in the world. As innovators in child health, we lead and partner to improve the health of children through the integration of healthcare, leading-edge research and education. Our reputation would not have been built – nor could it be maintained – without the skills, knowledge and experience of the extraordinary people who come to work here every day. SickKids is committed to ongoing learning and development, and features a caring and supportive work environment that combines exceptionally high standards of practice. When you join SickKids, you become part of our community. We share a commitment and determination to fulfill our vision of Healthier Children. A Better World. Don’t miss out on the opportunity to work alongside the world’s best in paediatric healthcare.

Position Description

The Administrative Coordinator will provide direct administrative support to the Executive Director and Senior Managers within the Critical Care, Heart Centre and Acute Transport Services (ACTS) departments. The position will provide finance, HR and accounting related duties and facilitate the completion of projects in order to ensure efficient operation of the department. The Administrative Coordinator will act as the central resource for the section and be the communication link within the department. Here’s What You’ll Get To Do

• Liaise with Human Resources, Finance and Occupational Health as required in the administrative lifecycle of employees. Follow up with departments and employees to make certain all requirements are fulfilled
• Procure office supplies, equipment and furniture and ensure supplies are accessible to departmental personnel
• Ensure office equipment and furniture are operational and coordinate preventative and restorative maintenance/repair schedules
• Provide Human Resources functions, including recruitment support, onboarding,and accessing/updating employee status lists
• Process and monitor multiple cost centre expenses
• Liaise with appropriate personnel to follow-up on financial matters
• Be responsible for financial tasks such as billing and transfer of Foundation funds
• Liaise with the Foundation in managing and disbursing funds from the Heart Centre Spend Plan to finance projects, programs and initiatives within the Heart Centre
• Analyze monthly financial reports and follow-up on discrepancies
• Generate purchase orders and work through procurement processes
• Prepare and distribute agendas and minutes for meetings. Follow-up and/or implement action items
• Arrange meeting rooms, meals, audiovisual and equipment services for online and in-person meetings/events
• Extensive calendar management for internal and external meetings, interviews etc. using sound judgement based on priorieties
• Handle incoming inquiries
• Prepare reports and presentation material including slides, correspondence and spreadsheets
• Coordinate and oversee projects from draft to completion
• Coordinate all aspects of an online or in-person conference (Townhall) with little or no direction and within budget

Here’s What You’ll Need

• Business or administrative degree/post-diploma program
• Minimum of 5 years of senior administrative experience either in a hospital or university setting
• Proficient with PC computers and the Microsoft Office suite of applications (Outlook, Microsoft Word, Excel, PowerPoint)
• Experience with online meeting platforms (Teams, Zoom)
• Experience with recording and transcribing of minutes is an asset
• Team player with excellent interpersonal and communication skills
• Demonstrated high level of judgment, tact and diplomacy in interacting with a wide variety of staff members
• Ability to handle a fast-paced, busy work environment with many interruptions and competing priorities
• Exceptional organizational skills and ability to manage activities both for yourself and for others effectively

Employment Type: Permanent Full-time, 35 hours per week.

Our Commitment to Diversity

The children and families we care for are from a variety of communities, and so are our employees. We welcome and encourage everyone to join our organization and be part of our team. When requested, SickKids will provide access and inclusion supports to eligible candidates to support their full engagement during the interview and assessment process. Information received related to access or inclusion will be addressed confidentially. Thank you for your interest in joining SickKids. Only those applicants selected for an interview will be contacted. In accordance with our Hospital policy, employment at SickKids is conditional upon the Hospital’s receipt of all necessary documentation. FOR EXTERNAL APPLICANTS ONLY: As a health care institution, our highest priority is the safety of patients, families and staff. As a result, we are adopting all prevention measures to ensure the safety of our patients, families and our staff. Therefore, any offer of employment is conditional upon you submitting proof that you have been fully vaccinated with a Health Canada or World Health Organization (WHO) approved COVID-19 vaccination as soon as possible and no later than fourteen (14) calendar days prior to the effective start date, in addition to satisfying any other condition(s) that may be set out in an offer. If a candidate fails to satisfy this condition (or any other condition(s) set out in an offer), any offer of employment shall be immediately rescinded. How to Apply Tip: Combine your cover letter and resume into ONE document of 20 pages or less as you cannot upload multiple documents as part of your application. If you are still experiencing technical difficulties please email ask.hr@sickkids.ca to send us a short description of the issues you are experiencing. Please note that we will not accept resumes sent to this inbox but we are happy to respond to requests for technical assistance.