Administrative Assistant

4 weeks 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 administrative position where you can utilize your organizational, communication, and time management skills? Do you have experience providing administrative support to high level Academic Clinicians and Research Scientist Physicians in a busy work setting? If you are looking for an opportunity to contribute to the amazing care that SickKids provides, then we have a position for you

We are currently looking for an Administrative Assistant to join the Division of Paediatric Medicine to provide administrative support for three dynamic physicians, coordinating all aspects related to administrative, education, education, research, and finance.

**Here¿s** what you¿ll get to do**

Administration:

- Provide general administrative support to academic clinicians/scientist
- Maintain physicians¿ complex calendars
- Schedule and coordinate routine and complex meetings and rounds, prioritize requests and arrange conference rooms, catering, and audio visual
- Schedule and organize teleconference and video conferences
- Coordinate travel arrangements including air travel, accommodations, ground transportation, conference registration fees, travel itineraries, and processes travel expense reimbursements
- Maintain electronic filing systems
- Prepare reports, documents, letters, some of which may be confidential in nature
- Assist in developing and creating posters and PowerPoint presentations
- Record and transcribe meeting minutes
- Review and distribute mail, lab results, and correspondence
- Handle incoming inquiries and respond appropriately
- Work individually and in collaboration with team on projects

Clinical:

- Support physicians with the medical staff reappointment process
- Organize and coordinate on-call schedules and updates systems as required
- Liaise with clinic coordinator for clinic preparations/cancellations
- Process patient letters, forms, and other patient-related materials

Academic:

- Update and maintain physicians¿ Curriculum Vitae (CV)
- Prepare and maintain teaching dossiers
- Prepare documents and provide support to physician during annual and triennial review process, as well as academic promotions
- Record and track books, chapters, publications, funding and awards for academic year
- Assist in organization, planning, and implementation of conferences, symposiums, and events
- Organize guest speakers and visiting lectureships

Research:

- Maintain Common CV
- Provide administrative support for scientific reviews
- Track renewals of grants and Research Ethics Board (REB) renewals
- Conduct literature searches and pull articles as required and maintain reference and citation database (i.e. PubMed, EndNote)
- Provide assistance in the preparation of publications, manuscripts, and abstracts
- Assist with journal articles, poster presentations and abstracts
- Support human resources processes and onboarding of research students and lab personnel, additional staffing needs including payroll, systems access, off boarding
- Maintain multiple research accounts, overseeing the processing of lab supplies and verify expenditures

Financial:

- Oversee the management of department finance accounts, ensuring compliance with the Hospital¿s finance and procurement policies finance accounts
- Reconcile corporate credit card statements, and process reimbursements, deposits, transfers and invoice payments
- Analyze financial reports, action discrepancies, reconcile management information reports ensuring budgets are balanced monthly and within fiscal period
- Monitor and reconcile journal line entries, processes expense reports, reconciles corporate credit card statements ensuring entries are processed with due diligence and comply with the institutional policy

**Here¿s** what you¿ll need**
- Post-secondary degree/diploma in business or office administration or a combination of administrative experience and education
- Several years of administrative experience, preferably in the h

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