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

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 Rheumatology, 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.
Employment Type: This Temporary Contract with modified benefits - 13 months | Hybrid work model supported.

• 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.