Division Administrative Lead

**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**:
As a Divisional Administrative Lead, you will provide high-level administrative support to the Division Head in the areas of administration, academic, clinical, research, finance, and divisional activities in the Division of Gastroenterology, Hepatology and Nutrition, Department of Paediatrics. You will work collaboratively with internal and external partners while building professional relationships across SickKids. Reporting to the Paediatric Business Operations Manager, you will liaise with colleagues across the Tri-Divisional Administrative Team (Cardiology, Gastroenterology, Hepatology and Nutrition and Rheumatology).

**Here's what you will get to do**:

- Scheduling and coordinating the Division Head's calendar, schedules, travel and meetings with a high level of complexity, coordination, and organization
- Responsible for the day-to-day workflow of the admin staff and divisional operations; recognizes non-compliance and engages the manager when necessary
- Under the direction of the manager, supports the development and implementation of divisional plans, goals and objectives in line with the Department of Paediatrics and the overall hospital's strategic directions
- Preparing and organizing rounds, divisional, committee, and leadership meetings and transcribing minutes
- Coordinating in-person and virtual meetings, conferences, symposiums, invited speakers and special events
- Preparing correspondence, including letters, reports, spreadsheets, and presentations
- Coordinating air travel, accommodations, ground transportation, conference registration fees, travel itineraries and reconciling financial entries
- Reviewing and distributing mail, faxes, lab results and coordinating signatures/approvals on various documents and correspondence
- Leading and coordinating multiple projects from draft to implementation and assisting with clinical activities as required
- Assisting the research team with human resources administrative tasks and liaising with Human Resources, Occupational Health, and Finance in the administrative lifecycle of employees. (e.g., time keeping, payroll, onboarding and orientation of research students, volunteers etc.)
- Preparing and updating physicians CV, CCV and biosketches
- Conducting literature searches and maintaining reference/citation databases (e.g., PubMed, EndNote)
- Maintaining multiple research accounts, overseeing the processing and payment of lab supplies, and verifying expenditures
- Monitoring and reconciling journal entries, preparing budgets, processing expense entries, reports, deposits, transfers, invoices, and reconciling corporate credit card statements in accordance with SickKids Policies
- Maintaining physician memberships and managing multiple financial, divisional and foundation accounts
- Coordinating and implementing administrative manuals, handbooks, SOPs, and administrative processes
- Reviewing content and maintaining updates to the divisional SharePoint Site
- Assisting in physician annual reviews, reappointment process, CDCP reviews, academic promotions, and ministry reporting
- Assisting in recruitment, training, mentoring, and acting as a resource to the team
- Coordinating stationary, office supplies, IT, furniture, and equipment
- Ensuring health and safety practices are in place and in compliance with Occupational Health and Safety Standards and other regulatory guidelines. Recognizes and escalates non-compliance issues
- Maintaining a document tracking storage system and destruction of documents in accordance with the SickKids policies

**Here's what you will need**:

- Completion of a post-secondary degree or an office administration diploma program
- Advanced knowledge in Videoconferencing, Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, Teams and Zoom.
- Excellent organization, problem-solving and communication skills (written & verbal)
- 3 years of senior administrative experience within a teaching hospital/academic environment
- Previous leadership or s