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 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 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.
- Tracks 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.
- Coordinate workshops, and collaborate with ED Research team

Financial Support:

- Coordinate finance accounts, process and monitor cheque 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

**Here’s What You’ll Need**:

- Post secondary degree/diploma in business or office administration or equivalent experience
- Several years of administrative experience, preferably in the health care industry
- Experience providing administrative support to high level managers or supervisors is an 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 partners.
- Ability to work well independently, as well as, in a team environment.
- Ability to work in a fast paced work environment with many interruptions and multiple priorities.

**Employment Type**:Permanent, Full-time, 35 hours per week.

**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

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