Administrative Co-ordinator

6 months ago

Toronto, 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**:
Are you looking for a challenging and rewarding position where you can utilize your organizational, communication, and time management skills? If you are, then we have an opportunity for you

Located within the SickKids Research Institute, the first chair of the Varma Family Chair in Biomedical Informatics and Artificial Intelligence and the AI in Medicine initiative are looking to fill an Administrative Coordinator position.

This position will provide administrative and operational support for the Senior Scientist’s portfolio across the University of Toronto, Vector Institute and SickKids Hospital. In addition, the Administrative Coordinator will act as a central resource for the lab and be the communication link between portfolios. As an Administrative Coordinator, you will work closely with the Senior Scientist, lab members and students with tasks such as, schedule management, research support, coordinating meetings, REB support, human resources, financial and accounting related duties.

For the AI in Medicine (AIM) initiative, the Administrative Coordinator will work closely with AIM leadership and staff. You will coordinate meetings, facilitate HR activity, manage expenses, and keep various tracking documents up to date.

To succeed in this role, you must have excellent time management, organization, and communication skills, as you will collaborate with both internal and external stakeholders to deliver results ahead of deadlines and be proactive in anticipating issues that may arise.

**Here’s What You’ll Love**:

- A focus on employee wellness** **with our new **Staff Health and Well-being Strategy**. Self-care helps us support others.
- A hospital that welcomes and focuses on **Equity, Diversity, and Inclusion**.**:

- A flexible **remote hybrid** work environment
- The opportunity to **make an impact**. Regardless of your role or professional interest, you’ll be making a difference at SickKids and contributing to our vision of **Healthier Children. A Better World.**

**Here’s What You’ll Get To Do**:
**Administration/Grant Support**
- Maintain senior scientists’ calendar and ensure that they have meeting materials
- Schedule and coordinate meetings using judgment to reschedule according to changing priorities
- Maintain and communicate appropriate policies, fan-out lists and procedures to ensure compliance within the hospital
- Provide support for research grants and maintain CV, CCV, and other professional academic CV’s as required
- Provide REB support through creating submission, coordinating internal peer review, keeping track of renewal and expiry dates, follow up on approvals
- Support grant process from submitting to award stage, coordinating signatures, submitting documentation, and reminders of deadlines
- Manage and order office supplies, equipment, computers/laptops and other purchases for students and staff
- Maintain and update the AI in Medicine website
- Provide onsite support, as needed

**Human Resources and Financial**
- Support Human Resource functions as it relates to recruitment, performance, attendance management, and terminations
- Coordinate onboarding and orientation of all staff, volunteers and students at SicKKids
- Timekeeping and approving timecards
- Manage expenses, process purchase orders, invoices and reconcile p-card expenses (corporate credit card purchases)
- Review financial reports on a quarterly basis, financial forecasting and monitor expenses to ensure they are aligned to each project ID budget. Communicates regularly with finance partners at UofT, Vector and SickKids.

**Meetings & Travel**
- Schedule and book meeting rooms, organize catering, attend meetings, distribute agendas and prepare minutes when required
- Follow-up on action items from meetings
- Arrange travel, accommodations and prepare itineraries for work related travel
- Manage processing of travel reimbursements and related expenses
- Handle incoming inquiries, coordinate with conference organiz

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