Business Officer & Event Planner - CIHR

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 part of the Canadian Institutes of Health Research (CIHR) Institute of Nutrition, Metabolism and Diabetes (INMD) Team, the INMD Business Officer and Event Planner will monitor and maintain Institute and event budgets, preparing quarterly budget projections and reports and managing the purchasing, payment and reimbursement for INMD events and activities under general direction of the Scientific Director and Assistant Director. The INMD Business Officer and Event Planner will also support the overall planning, coordinating and overseeing of all logistics for workshops, meetings, poster sessions, and events.

Financial Accountabilities

• Monitoring and maintaining CIHR-INMD operational budgets; preparing quarterly budget projections and reports under the general direction of the Scientific Director and Assistant Director.
• Managing the purchasing, payment and reimbursement functions for the Institute. Ensuring that expenditures presented to the Scientific Director for authorization are in accordance with Hospital for Sick Children and CIHR policies.
• Establishing procedures that meet the Hospital for Sick Children and CIHR (Government of Canada) financial administrative requirements. Ensuring institute operations reflect good business practices and generally accepted accounting principles and achieve compliance and adequate internal controls. Initiating improvements to procedures and practices to better meet financial and administrative needs of the institute.
• Maintaining proper records of accounts and files for financial data and contract deliverables

General Accountabilities

• Accountable to the INMD Assistant Director and the Scientific Director, and able to assess and make recommendations regarding events and financial decisions related to institute operations.
• Operational administration, ordering and monitoring office supplies and equipment under direction of Assistant Director and Scientific Director.
• Coordinating and organizing meetings, teleconferences and webinars

Financial Accountabilities

• Monitoring and maintaining CIHR-INMD operational budgets; preparing quarterly budget projections and reports under the general direction of the Scientific Director and Assistant Director.
• Managing the purchasing, payment and reimbursement functions for the Institute. Ensuring that expenditures presented to the Scientific Director for authorization are in accordance with Hospital for Sick Children and CIHR policies.
• Establishing procedures that meet the Hospital for Sick Children and CIHR (Government of Canada) financial administrative requirements. Ensuring institute operations reflect good business practices and generally accepted accounting principles and achieve compliance and adequate internal controls. Initiating improvements to procedures and practices to better meet financial and administrative needs of the institute.

• Maintaining proper records of accounts and files for financial data and contract deliverables.

• Reconciling monthly Hospital for Sick Children Research Institute financial reports as well as preparing and assignment of Institute expenses in accordance with the Institute Support Grant. - Preparing the Institute¿s financial annual report for submission to the HSC Research Institute and the Scientific Director.

• Acting as a financial resource for the Institute by responding to inquiries from stakeholders, HSC financial compliance officers and external financial monitoring teams.

Event Planning

• Planning, coordinating and overseeing all event logistics (e.g., workshops, meetings, poster sessions)
• Planning tasks, including creating a Project Planner, sending invitations, booking venues, arranging catering, transportation and equipment, in an effective and efficient manner under direction of INMD Assistant Director and Scientific Director.
• Building and maintaining positive relationships with vendors, meeting and event participants and other relevant INMD stakeholders that are involved in the planning and execution of meetings, workshops and events.
• Overseeing the work of suppliers and service providers to ensure that projects and events are completed on budget, effectively and efficiently.
• Scheduling and coordinating Institute Advisory Board meeting logistics; coordinating and contributing to the development of meeting materials and agendas; ensuring meeting materials are sent out on time; booking venues and coordinating all logistics, and reimbursement of all associated costs.
• Collaborating with the INMD Team and with approval from the Scientific Director, participating in the development and execution of INMD contracts with suppliers, consultants, and other service providers and inter-institute agreements with other CIHR Institutes.
• Assisting with creation of meeting packages as required.

General Accountabilities

• Accountable to the INMD Assistant Director and the Scientific Director, and able to assess and make recommendations regarding events and financial decisions related to institute operations.
• Operational administration, ordering and monitoring office supplies and equipment under direction of Assistant Director and Scientific Director.
• Coordinating and organizing meetings, teleconferences and webinars.