Administrative Co-ordinator

3 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**:
Reporting to the Manager, Paediatric Business Operations, the Administrative Coordinator will provide high level administrative support to the Division Head as well as coordinate and support divisional operational activities and various projects across the division. This position is within the Division of Respiratory Medicine the Department of Paediatrics.

**Here’s what you will get to do**:

- Scheduling and coordinating multiple physician calendars and meetings which involve a high

level of complexity, coordination, and organization.
- Preparing and organizing committee meetings and rounds; ensuring that proper administrative

services are provided.
- Coordinating air travel, accommodations, ground transportation, conference registration

fees, travel itineraries, and reconciling financial entries.
- Maintaining files, correspondence, databases, developing and creating posters, PowerPoint

presentations.
- Recording & transcribing minutes and independently preparing correspondence including

letters, reports, spreadsheets, and presentations.
- Handling incoming inquiries and responding appropriately.
- Reviewing and distributing mail, lab results and correspondence.
- Providing full grant support to multiple research appointed physicians.
- Assist the research team with human resource administration tasks (i.e. time keeping, payroll,

onboarding and orientation of research students, volunteers).
- Preparing and updating physicians’ CV, CCV, biosketches.
- Conducting literature searches, pulling articles and maintaining reference/citation

databases (i.e. PubMed, EndNote).
- Analyzes financial reports (divisional, research, foundation) follows up on discrepancies,

ensuring entries are accounted and balanced.
- Monitors and reconciles journal line entries, prepares budgets, processes expense reports,

deposits, transfers, invoices payments and reconciles corporate credit card statements ensuring
entries are processed with due diligence and comply with the SickKids and Department
of Paediatrics Travel & Expense Policies.
- Assisting in the physician annual review, reappointment process, CDCP triennial reviews, RI

reviews, academic promotions and divisional annual and ministry reporting.
- Training and mentoring peers and acting as a resource for other members in the team.
- Lead the organization of in-person and virtual meetings, conferences, symposiums, invited

speakers, and special events.
- Coordinate the divisional rounds and provide administrative support to sectional and divisional

activities.
- Responsible for maintenance of office supplies, stationary, IT equipment, and furniture, and

ensures supplies are accessible to departmental personnel.
- Coordinating and implementing administrative manuals, handbooks, SOP’s, and administrative

processes.
- Ensure health and safety practices are in place and comply with Occupational Health and Safety

(OHS) and other regulatory guidelines. Recognizes and escalates the non-compliance, engages
the Business Manager when necessary, and takes all actions to ensure compliance.
- Maintain a system of document tracking, development, revisions, distribution, storage, retrieval

and destruction that is consistent with SickKids policy.
- **Here’s What You’ll Need**:

- Business or administrative degree/diploma.
- 2-3 years of senior administrative experience, preferably within health care, academic or public

sector setting.

granting agencies requirements and REB process is desired
- Advanced working knowledge of Microsoft Word, Excel, PowerPoint, Outlook

and SharePoint Programs.
- Exceptional interpersonal communications skills, both verbal and written, ability to influence a

variety of stakeholders and lead multiple programs.
- Creative, self-motivated, innovative, and ability to demonstrate a high level of initiative.
- Superior problem solving skills and demonstrated ability to prioritize workload and

confidently manage deadlines in a fast-paced environment with many

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