Position Description
As an Administrative Assistant, you will be providing a high degree of administrative support to 2-3 Academic Clinicians/Scientists in the areas of administration, academic, clinical, research, finance, and divisional activities in the Division of Neonatology, 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 (Haematology/Oncology, Neonatology and Endocrinology)
Employment Type
This is a full-time position, 35 hours per week, 1.00 FTE | Hybrid model of work supported.
Here is what you will get to do:
- Coordinating multiple schedules, meetings, calendars that involve a high degree of complexity, time management and organization.
- Organizing teleconferences, 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., time keeping, payroll, onboarding, orientation of research students, volunteers).
- Tracking of REB Renewals and applications.
- Coordinating financial entries for multiple research project IDs, ordering lab supplies, 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, 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.
Here is what you will need:
- Completion of post-secondary education or combination of administrative experience or related field.
- Experience within a teaching hospital or university setting considered an asset.
- Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint Programs.
- Excellent organizational, problem-solving and communication skills (written and verbal).
- Strong critical thinking and interpersonal skills.
- Diligence in organizing, planning, and completing tasks.
- Strong ability to work independently and with an elevated level of initiative.
- Attention to detail and ability to manage competing deadlines and priorities in a fast-paced environment with many interruptions.
- Ability to lead and develop various programs, participants as a collaborative team member, interacts with internal and external partners.
- Exercises sound judgment, diplomacy and decision making.
- Demonstrated knowledge and strong understanding of the grant application process and various granting agencies considered an asset.
- Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives
Our Commitment to Diversity
The children and families we care for are from a variety of communities, and so are our employees. We welcome and encourage everyone to join our organization and be part of our team.
When requested, SickKids will provide access and inclusion supports to eligible candidates to support their full engagement during the interview and assessment process. Information received related to access or inclusion will be addressed confidentially.
Thank you for your interest in joining SickKids. Only those applicants selected for an interview will be contacted. In accordance with our Hospital policy, employment at SickKids is conditional upon the Hospital’s receipt of all necessary documentation.
FOR EXTERNAL APPLICANTS ONLY: As a health care institution, our highest priority is the safety of patients, families and staff. As a result, we are adopting all prevention measures to ensure the safety of our patients, families and our staff. Therefore, any offer of employment is conditional upon you submitting proof that you have been fully vaccinated with a Health Canada or World Health Organization (WHO) approved COVID-19 vaccination as soon as possible and no later than fourteen (14) calendar days prior to the effective start date, in addition to satisfying any other condition(s) that may be set out in an offer. If a candidate fails to satisfy this condition (or any other condition(s) set out in an offer), any offer of employment shall be immediately rescinded.
How to Apply
Tip: Combine your cover letter and resume into ONE document of 20 pages or less as you cannot upload multiple documents as part of your application.
If you are still experiencing technical difficulties please email ask.hr@sickkids.ca to send us a short description of the issues you are experiencing. Please note that we will not accept resumes sent to this inbox but we are happy to respond to requests for technical assistance.
