Administrative Assistant

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.

• 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 divisional schedules, 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 grants 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 hospitals and research accounts in compliance with hospital policies and procedures.
• Training and mentoring peers, assisting, and supporting sectional and divisional activities.

• 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, participate as a collaborative team member, and interact 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

• This position is eligible for employee benefits coverage including but not limited to; health, dental and life insurance. The full benefits package will be discussed at the time of offer.
• A focus on employee wellness with our new Staff Health and Well-being Strategy. Self-care helps us support others.
• A hospital that welcomes and focuses on Equity, Diversity, and Inclusion.
• The opportunity to make an impact. Regardless of your role or professional interest, you will be making a difference at SickKids and contributing to our vision of Healthier Children. A Better World.
• For more on why you'll love working at SickKids, visit our careers site.

• Permanent Full-time
• 1.00 FTE
• 35 hours per week
• Hybrid model of work supported

SickKids is committed to championing equity, diversity and inclusion in all that we do, fostering an intentionally inclusive and culturally safe environment that reflects the diversity of the patients, families and communities we serve. Learn more about workplace inclusion.

If you require accommodation during the application process, please reach out to our aSKHR team. SickKids can provide access and inclusion supports to eligible candidates to support their full engagement during the interview and selection process as well as to ensure candidates are able to perform their duties once successfully hired. If you are invited for an interview and require accommodation, please let us know at the time of your invitation to interview. Information received related to access, inclusion or accommodation will be addressed confidentially.

Technical difficulties? Email [email protected] with a short description of the issues you are experiencing. We will not accept resumes sent to this inbox but we are happy to respond to requests for technical assistance.

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.