Administrative Assistant

at  SickKids

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

We are currently looking for an Administrative Assistant to join the Division of Paediatric Medicine. You will be providing administrative support to several dynamic physicians, coordinating all aspects of their work related to administrative support, education, research, and finance. This is a hybrid working environment.

Administration:

• Provide general administrative support to physicians
• Maintain physicians¿ complex calendars, providing strategic calendar management
• Schedule and coordinate meetings and rounds, prioritize requests and arrange conference rooms, catering, and audiovisual support as needed
• Coordinate travel arrangements including air travel, accommodations, ground transportation, conference registration fees, travel itineraries, and processes travel expense reimbursements
• Prepare reports, documents, letters, some of which may be highly confidential in nature
• Record and transcribe meeting minutes
• Review and distribute mail, lab results, and correspondence
• Handle incoming inquiries and respond appropriately
• Work individually and in collaboration with team on projects
• Update clinic staff when there are changes to physicians¿ availability; submit clinic cancellations in a timely manner

Academic:

• Update and maintain physicians¿ curriculum vitae
• Prepare and maintain teaching dossiers
• Prepare documents and provide support to physicians during annual and triennial review process, reappointment and academic promotions
• Assist in organizing, planning, and implementing conferences, symposiums, and events
• Organize guest speakers and visiting lectureships

Research:

• Maintain Common CV
• Provide administrative support for scientific reviews
• Assist in grant submission and understand the various granting agencies
• Track renewals of grants and Research Ethics Board (REB) renewals
• Conduct literature searches and pull articles as required and maintain reference and citation database (i.e. PubMed)
• Provide assistance in the preparation of publications, manuscripts, and abstracts
• Provide assistance with research projects as required
• Assist with journal articles, poster presentations and abstracts
• Support human resources processes and onboarding of research students and lab personnel, additional staffing needs including payroll, systems access, off boarding
• Maintain multiple research accounts, overseeing the processing of lab supplies and verify expenditures

Financial:

• Oversee the management of department finance accounts, ensuring compliance with the Hospital¿s finance and procurement policies
• Analyze financial reports, action discrepancies, reconcile management information reports ensuring budgets are balanced monthly
• Monitor and reconcile journal line entries, process expense reports, reconcile corporate credit card statements ensuring entries are processed with due diligence and comply with the institutional policy