Administrative Coordinator - Legal Services

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

Are you looking for that next career development opportunity that will set you apart? Are you looking for a challenging and rewarding position where you can utilize your organizational, communication, and time-management skills. Reporting to Legal management, the Administrative Coordinator works as part of the team within the SickKids Legal Services Department that supports the SickKids Research Institute.

Here’s What You’ll Get To Do:

• Provide general administrative support to assigned legal team members, including calendar management, file assignment and management, and document reviews and comparisons.
• Develop an understanding of a variety of research legal contracts and the overall contracting process from intake to execution.¿
• Using this knowledge and your own judgement, triage research contracts and other matters to reach the right legal contract reviewers.
• Respond to requests submitted via our online intake form. This process includes the screening of information and supporting documents. If necessary, follow up with Principal Investigators (PI)/ their teams to obtain missing elements to ensure completeness and correct triaging.
• Apply the Signing Authority Resolution to the contract to determine appropriate signatories and ensure that contracts are issued to and signed by the appropriate internal and external parties within the required timeline using DocuSign.
• Track the progress of files end-to-end ensuring that contracts, once signed, are properly stored according to departmental SOPs.
• Perform routine data quality verification processes to ensure the information is up to date, has the right format, and is consistent.
• Assist with the coordination and maintenance of the department’s matter management database including access, automatic reports, troubleshooting, and adding new metrics as needed.
• Identify bottlenecks/delays in the contract process, try and resolve and where necessary escalate significant issues to Legal Management.
• Coordinate and assist in the preparation of agenda items and minutes for internal meetings and working groups.
• Maintain the Legal SharePoint site and other e-tools currently in place.
• Coordinate, provide input on and at times lead initiatives for designing, creating, and implementing solutions/processes to help streamline current processes.
• Prepare monthly metrics for Legal Management.
• Lead and execute various small projects or assignments
• Take in ad-hoc duties as needed.

Here’s What You’ll Need:

ESSENTIAL REQUIREMENTS

• Minimum 2-3 years of administrative experience, with proven experience working with legal offices, preferably within healthcare or public sector setting.
• A diploma or certificate in General Administration or Legal Administration, or a proven track record in a similar role.
• Strong interpersonal skills including judgment, tact, and diplomacy and the ability to interact with people across the Research Community (faculty, trainees, staff) and Hospital.
• Experience with Microsoft Office products, including SharePoint, Teams, and Power BI.
• Able to work in a fast-paced environment and able to manage high volumes of contracts.
• Excellent attention to detail, problem solving, process improvement.
• Excellent communication skills. Communicating with Investigators/their teams and other SickKids staff in a clear, objective, and respectful manner is crucial.
• Self-motivated, proactive, and able to apply sound judgment when dealing with process issues.
• Very organized with a high degree of attention to detail.
• Able to work independently as well as part of a team.
• Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives.

Assets

• Experience working in an academic, research, or healthcare environment is preferred.
• Data Literacy (I.e., interpreting data visualizations, communicating data as information) is an asset.
• Familiarity with research contracts such as confidentiality, data, material transfer, service contracts would be an asset.

• Provide general administrative support to assigned legal team members, including calendar management, file assignment and management, and document reviews and comparisons.
• Develop an understanding of a variety of research legal contracts and the overall contracting process from intake to execution.¿
• Using this knowledge and your own judgement, triage research contracts and other matters to reach the right legal contract reviewers.
• Respond to requests submitted via our online intake form. This process includes the screening of information and supporting documents. If necessary, follow up with Principal Investigators (PI)/ their teams to obtain missing elements to ensure completeness and correct triaging.
• Apply the Signing Authority Resolution to the contract to determine appropriate signatories and ensure that contracts are issued to and signed by the appropriate internal and external parties within the required timeline using DocuSign.
• Track the progress of files end-to-end ensuring that contracts, once signed, are properly stored according to departmental SOPs.
• Perform routine data quality verification processes to ensure the information is up to date, has the right format, and is consistent.
• Assist with the coordination and maintenance of the department’s matter management database including access, automatic reports, troubleshooting, and adding new metrics as needed.
• Identify bottlenecks/delays in the contract process, try and resolve and where necessary escalate significant issues to Legal Management.
• Coordinate and assist in the preparation of agenda items and minutes for internal meetings and working groups.
• Maintain the Legal SharePoint site and other e-tools currently in place.
• Coordinate, provide input on and at times lead initiatives for designing, creating, and implementing solutions/processes to help streamline current processes.
• Prepare monthly metrics for Legal Management.
• Lead and execute various small projects or assignments
• Take in ad-hoc duties as needed