Administrative Co-Ordinator

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.

Key Responsibilities

Schedule and confirm appointments for above staff using judgment and input to reschedule or book appointments according to changing priorities. Prepare and distribute agendas and minutes for meetings. Assist Senior Manager and Director with recruitment activities and scheduling in a confidential manner. Support leaders with payroll processing for the department and assist with monitoring and recording employee time off.

Financial and Procurement Support Process and monitor multiple cost centre expenses. Reconcile and process journal entries, reports, variances/discrepancies, process invoices, payments, P‑card statements, and financial transactions in accordance with SickKids E‑procurement, Finance and P‑Card Policies. Produce and analyze monthly financial reports to management and follow up on discrepancies. Procure 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. Approve travel plans and related finances. Departmental and Event Management Handle incoming inquiries; prepare reports and presentation material including slides, word processing and spreadsheets. Supports, develops, and updates the portfolio fan‑out list, Hypercare, myACCESS, QM SharePoint site, websites, and other databases.

Coordinate and oversee projects from draft to implementation/completion as requested by Senior Manager or Director. Coordinate all aspects of a conference with minimal director and manage corresponding budget. Arrange meeting rooms, meals, audiovisual and equipment services for meetings/events. Coordinates and documents monthly health and safety inspections and participates as a PSC floor committee member.

Central Committee and Portfolio Responsibilities Assist the following hospital committees by preparing presentations, organizing meeting agendas, and accurately recording and distributing minutes. Ensure follow‑up and execution of tasks arising from meeting discussions. Arrange SSE review meetings with the QIS team and assist with data entry. Assist with scheduling debriefing of colour‑code events and scheduling of simulation events.

Manage Good Catch Nominations and Awards. Participate in other meetings as needed.

Qualifications

Business or administrative degree/post‑diploma program. Minimum of 3‑5 years of senior administrative experience either in a hospital or university setting. Proficient with PC computers and the Microsoft Office suite of applications (Outlook, Microsoft Word, Excel, PowerPoint). 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, internal and external stakeholders. Ability to handle a fast‑paced, busy work environment with many interruptions and competing priorities. Ability to work well independently, as well as, in a team environment. Exceptional interpersonal, oral and written communication skills.

Proactive thinking and flexibility to support other team members as needed. Exceptional organizational skills and ability to manage activities both for yourself and for others effectively. Highly developed analytical, evaluative and problem‑solving skills. Understand importance and demonstrates ability to foster a culture of Equity, Diversity, and Inclusion.

Experience

with MyFinance is an asset.

Experience

with recording and transcribing minutes is an asset.

Benefits

and Culture This position is eligible for employee benefits coverage including but not limited to; health, dental and life insurance. The full benefits package will be discussed at the time of offer. A focus on employee wellness with our new Staff Health and Well‑being Strategy. Self‑care helps us support others.

A hospital that welcomes and focuses on Equity, Diversity, and Inclusion. The opportunity to make an impact. Regardless of your role or professional interest, you will be making a difference at SickKids and contributing to our vision of Healthier Children. A Better World.

For more on why you’ll love working at SickKids, visit our careers site. Employment Type Full‑ Time; Permanent; Hybrid. SickKids is committed to championing equity, diversity and inclusion in all that we do, fostering an intentionally inclusive and culturally safe environment that reflects the diversity of the patients, families and communities we serve. Learn more about workplace inclusion.

If you require accommodation during the application process, please reach out to our aSKHR team. SickKids can provide access and inclusion supports to eligible candidates to support their full engagement during the interview and selection process as well as to ensure candidates are able to perform their duties once successfully hired. If you are invited for an interview and require accommodation, please let us know at the time of your invitation to interview. Information received related to access, inclusion or accommodation will be addressed confidentially.

Technical difficulties? Email with a short description of the issues you are experiencing. We will not accept resumes sent to this inbox but we are happy to respond to requests for technical assistance. Tip: Combine your cover letter and resume into ONE document of 20 pages or less as you cannot upload multiple documents as part of your application.

Every application is reviewed by a human recruiter and all hiring decisions are made by people. In some cases, AI‑assisted tools are used to help review applications based on job‑related qualifications. All positions posted on the SickKids Hospital's Careers Site represent current vacancies, unless otherwise posted in the job description. #J-18808-Ljbffr