Administrative Assistant - Toronto, Canada - SickKids

SickKids

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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:

We are currently looking for an Administrative Assistant to join the Division of Paediatric Medicine, in our child maltreatment program. This is an 18 month contract position to start April 1st, 2024. You would be providing administrative support for several dynamic physicians, coordinating all aspects of their work related to administrative, education, research, and finance. This is a hybrid working environment.
Here's What You¿ll Get To Do
Administration:
Provide general administrative support to physicians
Maintain physicians' complex calendars, providing strategic calendar management
Schedule and coordinate meetings and rounds, prioritize requests and arrange conference rooms, catering, and audio visual support as needed
Coordinate travel arrangements including air travel, accommodations, ground transportation, conference registration fees, travel itineraries, and processes travel expense reimbursements
Prepare reports, documents, letters, some of which may be highly confidential in nature
Record and transcribe meeting minutes
Review and distribute mail, lab results, and correspondence
Handle incoming inquiries and respond appropriately
Work individually and in collaboration with team on projects
Train and mentor peers and act as a primary resource for other members of the team
Clinical:
Support physicians with the medical staff reappointment process
Organize and coordinate oncall schedules and update systems as required
Academic:
Update and maintain physician curriculum vitae
Prepare and maintain teaching dossiers
Prepare documents and provide support to physicians during annual and triennial review process, and academic promotions
Assist in organization, planning, and implementation of conferences, symposiums, and events
Organize guest speakers and visiting lectureships
Research (as needed):
Maintain Common CV
Provide administrative support for scientific reviews
Assist in grant submission and understand the various granting agencies
Track renewals of grants and Research Ethics Board (REB) renewals
Conduct literature searches and pull articles as required and maintain reference and citation database (i.e. PubMed, EndNote)
Provide assistance in the preparation of publications, manuscripts, and abstracts
Provide assistance with research projects as required
Assist with journal articles, poster presentations and abstracts
Support human resources processes and onboarding of research students and lab personnel, additional staffing needs including payroll, systems access, off boarding
Maintain multiple research accounts, overseeing the processing of lab supplies and verify expenditures
Financial:
Oversee the management of multiple project and department finance accounts, ensuring compliance with the Hospital's finance and procurement policies
Analyze financial reports, action discrepancies, reconcile management information reports ensuring budgets are balanced monthly and within fiscal period
Monitor and reconcile journal line entries, process expense reports, reconcile corporate credit card statements ensuring entries are processed with due diligence and comply with the institutional policy

Here's What You¿ll Need:

Postsecondary degree/diploma in business or office administration
3 or more years of administrative experience, preferably in the health care industry
Experience providing administrative support for physicians is an asset
Experience using Adobe Professional and Endnote
Exceptional interpersonal, oral and written communication skills
Proven ability to prioritize work in an efficient and organized manner
Highly developed analytical, evaluative and problemsolving skills
Demonstrated high level of judgment, tact and diplomacy in interacting with a wide variety of internal and external partners
Ability to work well independently, as well as, in a team environment
Ability to work in a fastpaced work environment with