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Administrative Coordinator

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**:
**ADMINISTRATIVE COORDINATOR - RESEARCH CONTRACTS MANAGEMENT OFFICE, RESEARCH INSTITUTE**

Are you looking for that next career development opportunity that will set you apart? Are you looking for a challenging and rewarding position where you can utilize your organizational, communication, and analytical skills?

Reporting to the Manager of the Research Contracts Management Office (RCMO), the Administrative Coordinator works as part of a dynamic team that supports the SickKids Research Institute.

The Administrative Coordinator sets up and manages everything that needs to be done to get a research contract approved at SickKids’ Research Institute. They are responsible for ensuring the processes are appropriate - and for getting the contract through the process as efficiently as possible.

**Here’s What You’ll Get To Do**:

- Develop a sophisticated and deep understanding of a variety of legal/financial research contracts, the SickKids business units that handle them, and the overall contracting process from intake to execution.
- Using this knowledge and your own judgement, screen and triage research contracts and other matters to the applicable contract reviewers.
- Determine the appropriate signatories for agreements and ensure that the contracts are issued to and signed by the appropriate internal and external parties within required timelines using DocuSign.
- Lead in responding to requests submitted via our online intake form. This process includes the screening of information and supporting documents. If necessary, follow up with Principal Investigators (PI) & their teams to obtain missing elements to ensure completeness and correct triaging.
- Track the progress of files end-to-end and ensure that fully signed contracts are properly stored in a way that links them to other related contracts, amendments, etc.
- Lead the process of collecting and entering the necessary information about a contract request_ _into the Contracts Database for tracking purposes and metrics reporting.
- Perform routine data quality verification and data auditing to ensure the information is up to date, has the right format, and is consistent.
- Co-lead and coordinate the maintenance of the contracts database including access, automatic reports, troubleshooting, and adding new metrics as needed.
- Identify bottlenecks/delays in the contract process, try and resolve, and where necessary - escalate significant issues to the manager.
- Coordinate and assist in the preparation of agenda items and minutes for the contracts working group.
- Coordinate, provide input on and at times lead initiatives for designing, creating, and implementing solutions/processes to help streamline current processes.
- Prepare metrics reports as requested.
- Lead and execute various small projects or assignments.
- Take in ad-hoc duties as needed.

**Here’s What You’ll Need**:
**Essential Requirements**
- A Bachelor’s degree in science, diploma or certificate in General Administration or Legal Administration, or a proven track record in a similar role.
- Strong interpersonal skills including judgment, tact, and diplomacy and the ability to interact with people across the Research Community (faculty, trainees, staff) and Hospital.
- Familiarity with research contracts such as confidentiality, data, material transfer, service contracts would be an asset, but not required.
- Experience with Microsoft Office products
- Able to work in a fast-paced environment and able to manage high volumes of requests.
- Excellent attention to detail, problem solving, process improvement
- Excellent communication skills. Communicating with Investigators/their teams and other SickKids staff in a clear, objective, and respectful manner is crucial.
- Very organized with a high degree of attention to detail.
- Able to work independently as well as part of a team.

**Assets**
- Experience working in an academic, research, or healthcare environment
- Experience with SharePoint, Teams, a