Administrative Assistant

1 week 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**:
The Division of Rheumatology is looking for a top notch administrative assistant whose primary role will be to support physicians/scientists and to achieve administrative excellence by working in collaboration with SickKids faculty, staff, students/trainees, alumni, and others. This is a hybrid position.
**Here’s What You’ll Get to Do**
- General Administration_
- Manage enquiries and the Outlook calendar/inbox for the PI/lab staff as requested
- Make travel arrangements for staff and/or external clients and complete pre/post travel paperwork
- Arrange meetings (including room bookings, AV, catering, and itineraries as required, including for invited guest speakers)
- Maintain all versions of the physician’s CV (master CV, Canadian Common CV, Biosketch, UofT CV, etc.)
- Proactively update publications and perform searches for physicians using PubMed, Library Portal, and EndNote
- Liaise with PI’s UofT department for academic matters and provide administrative support for their teaching duties
- Manage Research Training Centre paperwork for trainees and follow up with staff/trainees to ensure mandatory training is kept valid and up to date
- Assist with shipments, customs documentation for couriers, paperwork such as waybills and commercial invoices, and dry ice etc.
- Order supplies through e-procurement, as requested
- Collect and distribute internal and external mail and announcements to lab members
- Ensure SickKids directory accurately reflects current staff
- Maintain office supplies for lab and its members and assist with printing items as necessary
- Finance (via myFinance)_
- Download/reconcile/prepare/obtain approvals for monthly salary, benefits, and expense reports and reimbursements, including authorization for international travel
- Create monthly financial summary for each Project ID to review with the physician and assist in managing funds between Project IDs for year-end
- Maintain a summary for salaries forecast for each fiscal year and assist physicians with budget forecasting
- Grants (Pre/Post)_
- Liaise with the Grants Management Office (GMO) and Grant Accountant for all grant related matters, with SickKids Foundation if applicable, and work with collaborating PIs/institutions for team grants
- Coordinate scheduling of Internal Peer Review Committee meetings and submission of Reviewers Report Form with GMO
- Human Resources (via myHR)_
- Assist with HR functions such as job postings, hiring process, and unpaid appointments
- Manage all onboarding requirements for new employees and initiate Windows/KidMail account activations and deactivation with SickKids Lotus Notes directory administrators; monitor and provide updates for SickKids Lotus Notes directory on an on-going basis for PI/Physician(s) labs (maintain a current list of all trainees/staff in each of the assigned labs)
- Process terminations and leave of absences, maintain HR files for staff, act as myHR delegate for PI/Physician(s) as requested and follow up with the HR staff as necessary
- Manage salary/payroll related matters for the lab members, provide biweekly ExpressNet time keeping for payroll
- Program/Floor Related Support_
- Assist in program related activities with guidance from the Program Manager
- Act as primary contact person for the floor as necessary
- Provide backup admin coverage to other administrative assistants portfolio during vacation times
- Mentor and/or train new and/or existing administrative staff
- Receive and distribute FAX for the assigned floor (via fax inbox)
- Approve room bookings for the assigned floor
- Complete monthly safety inspections for administrative area and offices
**Here’s What You’ll Need**
- Post-secondary degree/diploma in business or office administration
- Minimum 3 years of senior administrative experience, preferably in the health care industry
- Exceptional interpersonal, oral and written communication skills
- Proven ability to prioritize work in an efficient and organized manner
- H

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