Global Administrative Assistant

1 month 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- The Global Administrative Assistant in the Department of Paediatrics will provide administrative support to the Department of Paediatrics Operations Managers working onsite approximately 2-3 days out of the week and 2-3 days out of the week remotely. You will be assigned to provide coverage for short term & long term vacancies across the divisions as directed and scheduled by the mangers.**Here's What You'll Get To Do**:
**Administration**
- Handles incoming inquiries (written & verbal)
- Maintains physicians' calendars and coordinates travel arrangements
- Books routine and complex meetings/appointments, prioritizing requests for meetings.
- Assist with booking and organizing interviews
- Assists with HR paperwork, system accesses, Express entries (payroll)
- Establishes and maintains paper and electronic filing systems
- Arranges meeting rooms, catering, audio visual and equipment for meetings/events
- Attends meetings and transcribes minutes
- Prepares reports, documents, letters, spreadsheets, presentations, some of which may be confidential/sensitive in nature
- Coordinates projects from draft to implementation
- Requisitions office supplies and equipment
- Supports Physician/Supervisor with special projects
- Updates and keeps physicians' Curriculum Vitae's current (U of T CV & Common CV)
- Assist with updating divisional webpages

**Clinical**
- Support physicians with the medical staff reappointment process
- Assist with clinical activities as required, that may include:

- Organize and coordinate on-call schedules and updates systems as required
- Prepare clinic charts ensuring all paperwork is completed in detail
- Liaise with clinic coordinator for clinic preparations/cancellations
- Process patient letters, forms, and other patient-related materials

**Academic**
- Update and maintain physicians¿ Curriculum Vitae (U of T CV)
- Prepare and maintain teaching dossiers
- Prepare documents and provide support to physician during annual and triennial review process, and 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 and record/track publications, books, chapters, funding and awards
- 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
- Provide assistance with research projects as required
- 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**
- Assist with multiple 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, pr

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