Administrative Assistant

1 week ago

Toronto, Ontario, Canada SickKids Full time

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:


As an Administrative Assistant, you will be providing a high degree of administrative support to 2-3 Academic Clinicians/Scientists in the areas of administration, academic, clinical, research, finance, and divisional activities in the Division of Neonatology, Department of Paediatrics.

You will collaborate with partners while building professional relationships across SickKids. Reporting to the Paediatric Business Operations Manager, you will consult with colleagues across the Tri-Divisional Administrative Team (Haematology/Oncology, Neonatology and Endocrinology)

Employment Type
This is a full-time position, 35 hours per week, 1.00 FTE | Hybrid model of work supported.

Here is what you will get to do:

  • Coordinating multiple schedules, meetings, calendars that involve a high degree of complexity, time management and organization.
  • Organizing teleconferences, video and web conferences while providing IT (Information Technology) and administrative support.
  • Preparing and organizing committee meetings and rounds.
  • Coordinating air travel, accommodations, ground transportation, registrations, itineraries.
  • Leading and coordinating conferences, symposiums, invited speakers and events.
  • Preparing and coordinating documents, letters, reports and conducting data analysis.
  • Maintaining files and databases, recording and transcribing meeting minutes.
  • Creating posters, presentations, and program materials.
  • Leading and coordinating multiple projects from draft to implementation.
  • Reviewing and distributing mail, lab results and assisting with clinical activities as required.
  • Preparing and updating physicians' CV (Curriculum Vitae), CCV, biosketches.
  • Conducting literature searches and maintaining reference and citation databases (e.g., PubMed, EndNote).
  • Coordinating grant submissions, researching grant agencies requirements, and providing full grantsupport to various research appointed physicians.
  • Assisting the research team with human resources administrative tasks (e.g., time keeping, payroll, onboarding, orientation of research students, volunteers).
  • Coordinating financial entries for multiple research project ID's, ordering lab supplies, collaborating with grant accountants to ensure all revenues and expenses are reported accurately.
  • Assisting faculty with annual reviews, reappointments, academic promotions, CDCP (Career Development & Compensation Programme) reviews, research reviews, Ministry of Health (MOH) reporting.
  • Maintaining physician memberships, processing financial invoices, expenses, P-Card statements.
  • Coordinating and processing financial entries for multiple hospital and research accounts in compliance with hospital policies and procedures.
  • Training and mentoring peers, assisting, and supporting sectional and divisional activities.

Here is what you will need:

  • Completion of post-secondary education or combination of administrative experience or related field.
  • Experience within a teaching hospital or university setting considered an asset.
  • Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint Programs.
  • Excellent organizational, problemsolving and communication skills (written and verbal).
  • Strong critical thinking and interpersonal skills.
  • Diligence in organizing, planning, and completing tasks.
  • Strong ability to work independently and with an elevated level of initiative.
  • Attention to detail and ability to manage competing deadlines and priorities in a fastpaced environment with many interruptions.
  • Ability to lead and develop various programs, participants as a collaborative team member, interacts with internal and external partners.
  • Exercises sound judgment, diplomacy and decision making.

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.

Thank you for your interest in

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