Administrative Assistant

2 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 a high level manager/supervisor and/or to 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 Emergency Medicine to provide administrative support for physicians coordinating all aspects related to administrative, clinical, education and research. This position is hybrid, with a mix of working from home and in office days.

**Here¿s What You¿ll Get To Do**:
Research Administration:

- Maintain CV, Common CV, biosketches, and teaching dossier for physicians and record/track publications, books, chapters, funding and awards.
- Provide administrative support for annual, triannual, scientific reviews and academic promotion.
- 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. EndNote).
- Provide assistance in the preparation of publications, manuscripts, and abstracts.
- Provide assistance with research projects, trials.

Finance Administration:

- Coordinate finance accounts, process and monitor requisitions and reimbursements.
- Prepare invoicing for internal and external partners.
- Analyze financial reports, review MI¿s and follow up on discrepancies, ensure budgets are kept balanced and provide reports on a monthly basis.
- Reconcile corporate credit card statements.
- Process reimbursements, deposits, transfers and invoice payments.
- Collaborate with grant accountants and PI.

General Administrative Support to Physicians:

- Provide administrative support to assigned physicians in Paediatric Emergency Medicine
- Maintain physicians¿ complex calendar, providing strategic calendar management ensuring entries are accurate (ex. appropriate documentation are included).
- Schedule and coordinate routine and complex meetings and rounds, prioritizing requests and arranging rooms, catering and audio visual.
- Prepare reports, documents, letters, some of which may be confidential in nature.
- Assist in developing and creating posters and PowerPoint presentations.
- Work individually and in collaboration with team on projects.
- Complete HR paperwork and onboarding of research students and staff.
- Coordinate workshops, academic sessions for internal and external attendees.
- Prepare meeting agenda, take minutes and coordinate action item follow ups.

**Here¿s What You¿ll Need**:

- Completion of post-secondary education or a combination of education and relevant experience
- Previous administrative experience; within a hospital or academic setting considered an asset
- Experience providing administrative support to high level managers or supervisors is an asset.
- Excellent 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 partners.
- Ability to work well independently, with a elevated level of initiative, as well as, in a team environment.
- Ability to work in a fast paced work environment with multiple interruptions and multiple priorities.
- Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives

**Employment Type**:18 month contract, Full-time, 35 hours per week, hybrid working model supported.

**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

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