Administrative Assistant

SickKids • Remote (Toronto, ON, CA) • 1d ago

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 an Administrative Assistant, you will provide a high degree of administrative support to 2-3 Academic Clinicians/Scientists in administration, academic, clinical, research, finance, and divisional activities in the Division of Cardiology, Department of Paediatrics. You will collaborate with partners while building professional relationships across SickKids. Reporting to the Paediatric Business Operations Manager, you will consult with colleagues across the Tri-Divisional Administrative Team (Cardiology, Rheumatology, Gastroenterology, Hepatology and Nutrition). This position is hybrid, with a mix of working from home and in-office days.

Here is what you will get to do:

Coordinating multiple schedules, meetings, and calendars that involve high complexity, time management and organization.
Organizing teleconferences and video and web conferences while providing IT (Information Technology) and administrative support.
Preparing and organizing committee meetings and rounds.
Coordinating air travel, accommodations, ground transportation, registrations, itineraries.
Leading and coordinating conferences, symposiums, invited speakers and events.
Preparing and coordinating documents, letters, reports and conducting data analysis.
Maintaining files and databases, recording and transcribing meeting minutes.
Creating posters, presentations, and program materials.
Leading and coordinating multiple projects from draft to implementation.
Reviewing and distributing mail, lab results and assisting with clinical activities as required.
Preparing and updating physicians' CV (Curriculum Vitae), CCV, biosketches.
Conducting literature searches and maintaining reference and citation databases (e.g., PubMed, EndNote).
Coordinating grant submissions, researching grant agencies' requirements, and providing full grant support to various research-appointed physicians.
Assisting the research team with human resources administrative tasks (e.g., timekeeping, payroll, onboarding, orientation of research students and volunteers).
Tracking of REB Renewals and applications.
Coordinating financial entries for multiple research project IDs, ordering lab supplies, and collaborating with grant accountants to ensure all revenues and expenses are reported accurately.
Assisting faculty with annual reviews, reappointments, academic promotions, CDCP (Career Development & Compensation Programme) reviews, research reviews, and Ministry of Health (MOH) reporting.
Maintaining physician memberships, processing financial invoices, expenses, P-Card statements.
Coordinating and processing financial entries for multiple hospital and research accounts in compliance with hospital policies and procedures.
Training and mentoring peers, assisting and supporting sectional and divisional activities.

Here is what you will need:

Completion of post-secondary education or combination of education and administrative experience or related field.
Previous administrative experience, preferably within a teaching hospital or university setting
Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint Programs.
Excellent organizational, problem-solving and communication skills (written and verbal).
Strong critical thinking and interpersonal skills.
Diligence in organizing, planning, and completing tasks.
Strong ability to work independently and with an elevated level of initiative.
Attention to detail and ability to manage competing deadlines and priorities in a fast-paced environment with many interruptions.
Ability to lead and develop various programs, participate as a collaborative team member, and interact with internal and external partners.
Exercises sound judgment, diplomacy and decision-making.
Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives

Here's what you'll love

This position is eligible for employee benefits coverage. 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

35 hours per week
Temporary - 13 month contract
Hybrid model of work is supported

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.

When requested, SickKids will provide access and inclusion supports to eligible candidates to support their full engagement during the interview and assessment process. Information received related to access or inclusion will be addressed confidentially.

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

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.

If you are still experiencing technical difficulties please email ask.hr@sickkids.ca to send us a short description of the issues you are experiencing. Please note that we will not accept resumes sent to this inbox but we are happy to respond to requests for technical assistance.