Admin Assistant

**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**:
The Administrative Assistant will provide direct administrative support to the Chief of Otolaryngology, the Manager of Otolaryngology, the Director of Archie’s Cochlear Implant Laboratory, the Education Program Director and the Department's Education Program, staff surgeons, as well as provide coverage for clinical administration staff. This position will provide financial and accounting related duties as well as acting as a central resource for the trainees within this program.

**Here’s What You’ll Get To Do**
- Liaise with Human Resources, Occupational Health, Finance, Grants Accounting, Volunteer Services and the Research Institute as required in the administrative lifecycle of employees. Follow up with departments and employees to make certain all requirements are fulfilled
- Develop and coordinate systems such as billing, supplies inventory and ordering, and communication systems
- Requisition office supplies, equipment and furniture and ensure supplies are accessible to departmental personnel
- Ensure office equipment and furniture are operational and coordinate preventative and restorative maintenance/repair schedules
- Provide Human Resources functions, including employee relations, recruitment and performance management
- Schedule co-ordination for divisional Trainees
- Ensure smooth process for all aspects of Trainee onboarding
- Handle all correspondence and inquiries related to the program, liaise with trainees before their arrival and during their training at SickKids
- Ensure the hospital and division have all necessary documentation and paperwork for trainees
- Prepare orientation material and evaluation of trainees
- Process and monitor multiple cost centre expenses
- Process and monitor multiple Foundation Accounts
- Liaise with appropriate personnel to follow-up on financial matters
- Analyze monthly financial reports and follow-up on discrepancies
- Arrange meeting rooms, meals, audiovisual and equipment services for meetings/events
- Schedule and confirm appointments for staff using judgment to reschedule or book appointments according to changing priorities
- Handle incoming inquiries; prepare reports and presentation material including slides, word processing and spreadsheets
- Calendar management
- Approve travel plans and related finances
- Coordinate all aspects of academic events with little or no direction and be responsible for the corresponding budget
- Support Human Resource functions as it relates to recruitment, performance and attendance management and terminations.
- Coordinate Archie’s Cochlear Implant Laboratory newsletters, podcasts, and social media

**Here’s What You’ll Need**
- Experience using Adobe Professional and Endnote
- Experience with updating websites and database development
- Experience with audio-video editing software.
- Team player with excellent interpersonal and communication skills
- Demonstrated high level of judgment, tact and diplomacy in interacting with a wide variety of staff members
- Ability to handle a fast-paced, busy work environment with many interruptions and competing priorities
- Exceptional organizational skills and ability to manage activities both for yourself and for others effectively and independently

**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 all necessary documentation.

**How to Apply