Admin Assistant

1 month 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**:
In this role, you will provide administrative support as outlined below to several physicians with a major research focus. You will be an integral member of our administrative team, providing back-up support to other administrative team members. You will be working in a hybrid environment - on-site and working from home.

**Here’s What You’ll Get To Do**:
Administration:

- Handle incoming inquiries (written & verbal)
- Maintain physicians’ calendars and coordinates travel arrangements
- Book routine and complex meetings/appointments, prioritizing requests for meetings.
- Establish and maintain electronic filing systems
- Process physicians memberships and renewals
- Arrange meeting rooms, catering, audio visual and equipment for meetings/events
- Provide administrative support to committees and rounds
- Attend meetings, take and transcribe minutes
- Prepare reports, documents, letters, spreadsheets, presentations, some of which may be confidential/sensitive in nature
- Support Physician/Manager with special projects

Clinical:

- Retrieve data from various sources and provides clinic/patient related support
- Organize and coordinates on-call schedules and updates systems as required
- Process patient letters, forms and other patient-related materials
- Maintain databases

Academic:

- Update and keep physicians’ Curriculum Vitaesas well as Common CVs current
- Prepare and maintain teaching dossiers
- Record and track books, chapters, funding and awards for academic year
- Prepare document and provide support to physician during annual and triennial review process, and academic promotions
- Assist with the recruitment/onboarding/termination process related to research staff and students

Research:

- Conduct literature searches and pull articles as required
- Assist with journal articles, poster presentations and abstracts
- Maintain reference and citation databases
- Provide assistance to physicians with research projects

Financial:

- Analyze financial reports, action discrepancies, reconcile MI reports ensuring budgets are balanced within fiscal period and action discrepancies
- Monitor and reconcile journal line entries, process expense reports, reconcile corporate credit card
- Process deposits, transfers and invoice payments
- Coordinate cost centre accounts, budgets and oversee research and foundation accounts pertaining to the physician as necessary

**Here’s What You’ll Need**:
Post-secondary degree/diploma in business or office administration
3 or more years of administrative experience, preferably in the health care industry
Experience providing administrative support to Clinicians and Research Scientists
Experience using Adobe Professional and Endnote
Exceptional interpersonal, oral and written communication skills
Proven ability to prioritize work in an efficient and organized manner
Highly developed analytical, evaluative and problem solving skills
Demonstrated high level of judgment, tact and diplomacy in interacting with a wide variety of internal and external stakeholders
Ability to work well independently, as well as, in a team environment
Ability to work in a fast paced work environment with many interruptions and multiple priorities

**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 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.

**How to Apply

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