Administrative Assistant - Respiratory Medicine

SickKids • Full-time • Toronto, ON, CA • 3m 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

Are you looking for a challenging and rewarding administrative position where you can utilize your organizational, communication, and time management skills? Do you have experience providing administrative support to high level academic clinicians and research physicians in a busy work setting? If you are looking for an opportunity to contribute to the amazing care that SickKids provides, then we have a position for you!

We are currently looking for an experienced Administrative Assistant to join the Division of Respiratory Medicine to provide administrative support for 2 to 3 physicians, coordinating all aspects related to their administrative, education, research, and finance needs.

Here's What You'll Get To Do

Administration:

Handle incoming inquiries (written & verbal)
Maintain physicians' calendars and coordinate travel arrangements
Booking in person/virtual routine and complex meetings/appointments, prioritizing requests for meetings as well as on-site event coordination
Process physicians' memberships and renewals
Arrange meeting rooms, catering, audio visual and other equipment for meetings/events
Provide administrative support to committees and rounds
Attend meetings, take and transcribe minutes
Prepare reports, documents, letters, spreadsheets, presentations, some of which may be confidential/sensitive in nature
Support manager with special projects
Pick up/deliver mail, process incoming faxes, print documents as required

Clinical

Retrieve data from various sources and provide clinic/patient related support
Organize and coordinate clinic schedule cancellations and on-call schedules; updates systems and calendars as required
Process patient letters, forms and other patient-related materials

Academic/Education

Update and keep physicians' curriculum vitae, CCV and biosketches current
Prepare and maintain teaching dossiers
Record and track books, chapters, funding and awards for academic year
Prepare documents and provide support to physicians during annual and triennial review process, and academic promotions

Research

Prepare and assist with grant applications including Common CV, notice of application, signatories and required modules of the grant application process
Conduct literature searches and pull articles as required
Assist with journal articles, poster presentations and abstracts
Maintain reference and citation databases
Provide assistance to physicians with research projects

Financial:

Process deposits, transfers and invoice payments

Here's What You'll Need

Post secondary degree/diploma in business or office administration or a combination of education and experience
Minimum 1 year of related experience in a healthcare environment
Expert knowledge and proficiency in all Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
Experience using Adobe Professional and Endnote
Exceptional interpersonal, oral and written communication skills
Proven ability to prioritize work in an efficient and organized manner
Highly developed analytical, evaluative and problem solving skills
Demonstrated high level of judgment, tact and diplomacy in interacting with a wide variety of internal and external partners
Ability to work well independently, as well as, in a team environment
Ability to work in a fast paced work environment with many interruptions and multiple priorities
Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives

Employment Class

Permanent, Full time Hybrid

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.