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**:
We are currently looking for an Administrative Assistant to join the Division of Paediatric Medicine to provide administrative support for physicians in two of our sections - Complex Care and PACT (Paediatric Advanced Care Team). In this role, you would be coordinating all aspects of their work related to administrative, education, education, research, and financial. This is a hybrid working environment. After training is completed you will be working on-site and from home on a pre-approved schedule.
- Here’s What You’ll Get To Do_

Administration:

- Provide general administrative support to clinicians
- Maintain physician complex calendars, providing strategic calendar management
- Schedule and coordinate meetings and rounds, prioritize requests and arrange conference rooms, catering, and audio visual requirements
- Coordinate travel arrangements including air travel, accommodations, ground transportation, conference registration fees, travel itineraries, and processes travel expense reimbursements
- Prepare reports, documents, letters, some of which may be confidential in nature
- 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
- Train and mentor peers and acting as a primary resource for other members in the team

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

Academic:

- Update and maintain physician curriculum vitae
- Prepare and maintain teaching dossiers
- Prepare documents and provide support to physician during annual and triennial review process, and academic promotions
- 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
- Assist in grant submission and understand the various granting agencies
- 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
- Provide assistance with research projects as required
- Assist with journal articles, poster presentations and abstracts
- Maintain multiple research accounts, overseeing the processing of lab supplies and verify expenditures

Financial:

- Oversee the management of multiple project and 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
- 3 or more years of administrative experience, preferably in the health care industry
- Experience providing administrative support to Clinicians and Research Scientists is an strong asset
- Experience using Adobe Professional and Endnote
- Exceptional 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

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