Opportunities

The Division of Rheumatology is looking for a top-notch administrative assistant whose primary role will be to support physicians/scientists and to achieve administrative excellence by working in collaboration with SickKids faculty, staff, students/trainees, alumni, and others.  This role has clinical, research and administrative components and is a hybrid position.

Here's What You'll Get to Do

General Administration

• Manage enquiries and the Outlook calendar/inbox for the PI/lab staff as requested
• Make travel arrangements for staff and/or external clients and complete pre/post travel paperwork
• Arrange meetings (including room bookings, AV, catering, and itineraries as required, including for invited guest speakers)
• Maintain all versions of the physician's CV (master CV, Canadian Common CV, Biosketch, UofT CV, etc.)
• Proactively update publications and perform searches for physicians using PubMed, Library Portal, and EndNote
• Liaise with PI's UofT department for academic matters and provide administrative support for their teaching duties
• Manage Research Training Centre paperwork for trainees and follow up with staff/trainees to ensure mandatory training is kept valid and up to date
• Assist with shipments, customs documentation for couriers, paperwork such as waybills and commercial invoices, and dry ice etc.
• Order supplies through e-procurement, as requested
• Collect and distribute internal and external mail and announcements to lab and other team members
• Ensure SickKids directory accurately reflects current staff
• Print, collate and distribute documents as necessary
• Other duties as assigned

Finance (via myFinance)

• Download/reconcile/prepare/obtain approvals for monthly salary, benefits, and expense reports and reimbursements, including authorization for international travel
• Create monthly financial summary for each Project ID to review with the physician and assist in managing funds between Project IDs for year-end
• Maintain a summary for salaries forecast for each fiscal year and assist physicians with budget forecasting
• Submit grant requests to recoup funds for various activities (ie: salaries/research projects/lab testing/clinical activities/events etc.)
• Track expenses of professional activity funds and review regularly with physician

Grants (Pre/Post)

• Liaise with the Grants Management Office (GMO) and Grant Accountant for all grant related matters, with SickKids Foundation if applicable, and work with collaborating PIs/institutions for team grants
• Coordinate scheduling of Internal Peer Review Committee meetings and submission of Reviewers Report Form with GMO
• Prepare Notice of Application (NOA) for all grants/funding applications submitted to RI for approvals
• Assist with preparation and submission of grants and fellowship/studentship applications (NSERC, OGS, CIHR, Restracomp, etc.) as determined appropriate by the PI, including coordinating necessary signatures for grants and awards

Human Resources (via myHR)

• Assist with HR functions such as job postings, hiring process, and unpaid appointments
• Manage all onboarding requirements for new employees and initiate Windows/KidMail account activations and deactivation with SickKids Lotus Notes directory administrators; monitor and provide updates for SickKids Lotus Notes directory on an on-going basis for PI/Physician(s) labs (maintain a current list of all trainees/staff in each of the assigned labs)
• Process terminations and leave of absences, maintain HR files for staff, act as myHR delegate for PI/Physician(s) as requested and follow up with the HR staff as necessary
• Manage salary/payroll related matters for the lab members, provide biweekly ExpressNet time keeping for payroll

Program/Floor/Clinical Related Support

• Assist in program related activities with guidance from the Program Manager
• Act as primary contact person for the floor as necessary
• Provide backup administrative coverage to other administrative assistants' portfolio during vacation times and/or illness
• Mentor and/or train new and/or existing administrative staff
• Receive and distribute fax for the assigned floor (via fax email inbox)
• Approve room bookings for the assigned floor
• Complete monthly safety inspections for administrative area and offices
• Assist physician/care team with completion of clinical forms/faxes/letters/transition packages/imaging requests/tracking EAPs

Here's What You'll Need

• Post-secondary degree/diploma in business or office administration or a combination of education and experience
• Several years of senior administrative experience, preferably in the health care industry
• Expert knowledge and proficiency in all Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and experience using Adobe Professional, 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 multi-task, manage deadlines, work independently in a fast-paced work environment with many interruptions and multiple priorities
• Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives

Employment type: Full-time, permanent with benefits