Administrative Coordinator

7 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**:
**Administrative Coordinator, Medical and Academic Affairs**

The Administrative Coordinator provides program co-ordination and administrative support for the Medical and Academic Affairs Program, in a manner that enables the Director to manage the Department efficiently and effectively.

Based on an understanding of the confidential and sensitive environment, the Administrative Coordinator will manage administrative functions by: researching and producing required information (reports, presentations, financial data); managing/screening requests; anticipating outcomes of requests and redirecting or initiating preliminary action; working on special projects; assisting with the budget and purchasing process; undertaking the office management; and planning required meetings, events and travel;
Additionally, the Administrative Coordinator is responsible for the co-ordination and execution of several programs and projects within the Department, work collaboratively with the Education Administrative Coordinator in the Department of Diagnostic and Interventional Radiology (DIR), provide support to the alternate Administrative Coordinator, and provide administrative support to radiologists.

**Here's What You'll Get to Do**:
**Administrative Support**:

- Manages all incoming communications from internal or external contacts (verbal and written) to determine the urgency, level of attention required and initiates any preliminary action required to ensure the effective use of the executive¿s time
- Manages business calendar to maximize their time efficiency, to ensure their presence at critical meetings and to brief them on engagements as required (e.g. the where, when and why)
- Creates and edits correspondence, reports, presentations, and financial data that meet professional and corporate standards and have the required approval
- Establishes departmental administrative procedures and monitors their effectiveness to make recommendations or take action to improve efficiency and effectiveness as required.
- Oversees the management and maintenance of equipment and supplies within budgetary guidelines.
- Coordinates travel arrangements taking into consideration corporate and fiscal policy and prepares required documentation e.g. itineraries and expense reports.
- Develops and maintains department files and filing systems to ensure the complete and accurate storage the department information in a manner that meets the standards and follows legal requirements.

**Research and Reporting**:

- Conducts program-wide research, preliminary analysis, and summation of information for reports and projects
- Reviews, summarizes, and prepares briefing notes from documents and reports, highlighting the issues of significance and where appropriate, with suggested recommendations for action
- Interprets data trends and other information impacting the portfolio and/or hospital and advises the Director of significant changes or discrepancies (e.g. departmental budgets)

**Meetings**:

- Coordinates meetings (e.g. site selection and preparation, travel arrangements, amenities, telephone and video-conferences, etc) and prepares/provides all information required (e.g. back up materials, briefing notes or agendas)
- Acts proactively to ensure any necessary pre-work for upcoming meetings has been completed (i.e. completes required work where appropriate, coordinates the efforts of stakeholders involved to carry out pre-work, or sets aside time for work to be completed)
- Provides recommendations regarding meetings (i.e. invitation of another executive, etc) based on an understanding of the purpose for the meeting, to ensure all the appropriate stakeholders and resources are present to maximize the effectiveness of the meeting. Acts as recording secretary and prepares minutes and actions from meeting

**Special Assignments and Projects**:

- Co-ordinates and manages special assignments and projects
- Follows up on projects assigned to management and provides st

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