Division Administrative Lead

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**:
The Division Administrative Lead will provide direct administrative support to the Division Head and 2 other physicians in Adolescent Medicine. This position will provide financial and accounting related duties and facilitate the completion of projects in order to ensure efficient operation of the department. The Administrative Lead will act as the central resource for Adolescent Medicine and be the communication link within the department.

**Here’s What You’ll Get To Do**
- In conjunction with the Manager, perform functional supervisory responsibilities to the administrative staff within the department
- Liaise with Human Resources, Occupational Health, and Finance as required in the administrative lifecycle of employees. Follow up with departments and employees to make certain all requirements are fulfilled
- Maintain, interpret and communicate appropriate policies to ensure compliance with policies and procedures
- Develop and coordinate systems such as billing, supplies inventory and ordering, and communication systems
- Procure office supplies, equipment and furniture and ensure supplies are accessible to departmental personnel
- Ensure office equipment and furniture are operational and coordinate preventative and restorative maintenance/repair schedules
- Provide Human Resources functions, including employee relations, recruitment and performance management
- Process and monitor multiple cost centre expenses
- Liaise with appropriate personnel to follow-up on financial matters
- Be responsible for financial tasks such as billing
- Analyze monthly financial reports and follow-up on discrepancies
- Generate purchase orders and work through procurement processes
- Prepare and distribute agendas and minutes for meetings. Follow-up and/or implement items resulting from minutes
- Arrange meeting rooms, meals, audiovisual and equipment services for meetings/events
- Schedule and confirm appointments for staff using judgment to reschedule or book appointments according to changing priorities
- Handle incoming inquiries; prepare reports and presentation material including slides, word processing and spreadsheets
- Coordinate and oversee projects from draft to implementation/completion
- Calendar management
- Approve travel plans and related finances
- Coordinate all aspects of a conference with little or no direction and be responsible for the corresponding budget

**Here’s What You’ll Need**
- Business or administrative degree/diploma program or equivalent combined education and experience
- Preferably a minimum of 3 years of senior administrative experience either in a hospital or university setting
- Experience with recording and transcribing of minutes is an asset
- Team player with excellent interpersonal and communication skills
- Demonstrated high level of judgment, tact and diplomacy in interacting with a wide variety of staff members

14 month Contract, Hybrid Work schedule

**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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