Divisional Administrative Lead

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 a Divisional Administrative Lead, you will provide high-level administrative support to the Division Head in the areas of administration, academic, clinical, research, finance, and divisional activities in the Division of Gastroenterology, Hepatology and Nutrition, Department of Paediatrics. You will work collaboratively with internal and external partners while building professional relationships across SickKids. Reporting to the Paediatric Business Operations Manager, you will liaise with colleagues across the Tri-Divisional Administrative Team (Cardiology, Gastroenterology, Hepatology and Nutrition and Rheumatology).

Here's what you will get to do:

• Scheduling and coordinating the Division Head's calendar, schedules, travel and meetings with a high level of complexity, coordination, and organization
• Responsible for the day-to-day workflow of the admin staff and divisional operations; recognizes non-compliance and engages the manager when necessary
• Under the direction of the manager, supports the development and implementation of divisional plans, goals and objectives in line with the Department of Paediatrics and the overall hospital's strategic directions
• Preparing and organizing rounds, divisional, committee, and leadership meetings and transcribing minutes
• Coordinating in-person and virtual meetings, conferences, symposiums, invited speakers and special events
• Preparing correspondence, including letters, reports, spreadsheets, and presentations
• Coordinating air travel, accommodations, ground transportation, conference registration fees, travel itineraries and reconciling financial entries
• Reviewing and distributing mail, faxes, lab results and coordinating signatures/approvals on various documents and correspondence
• Leading and coordinating multiple projects from draft to implementation and assisting with clinical activities as required
• Providing full grant support and understanding of various granting agencies ensuring applications comply with granting agency requirements
• Assisting the research team with human resources administrative tasks and liaising with Human Resources, Occupational Health, and Finance in the administrative lifecycle of employees. (e.g., time keeping, payroll, onboarding and orientation of research students, volunteers etc.)
• Preparing and updating physicians CV, CCV and biosketches
• Conducting literature searches and maintaining reference/citation databases (e.g., PubMed, EndNote)
• Tracking of REB Renewals and applications
• Maintaining multiple research accounts, overseeing the processing and payment of lab supplies, and verifying expenditures
• Monitoring and reconciling journal entries, preparing budgets, processing expense entries, reports, deposits, transfers, invoices, and reconciling corporate credit card statements in accordance with SickKids Policies
• Maintaining physician memberships and managing multiple financial, divisional and foundation accounts
• Coordinating and implementing administrative manuals, handbooks, SOPs, and administrative processes
• Reviewing content and maintaining updates to the divisional SharePoint Site
• Assisting in physician annual reviews, reappointment process, CDCP reviews, academic promotions, and ministry reporting
• Assisting in recruitment, training, mentoring, and acting as a resource to the team
• Coordinating stationary, office supplies, IT, furniture, and equipment
• Ensuring health and safety practices are in place and in compliance with Occupational Health and Safety Standards and other regulatory guidelines. Recognizes and escalates non-compliance issues
• Maintaining a document tracking storage system and destruction of documents in accordance with the SickKids policies

Here's what you will need:

• Completion of a post-secondary degree or an office administration diploma program
• Advanced knowledge in Videoconferencing, Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, Teams and Zoom.
• Excellent organization, problem-solving and communication skills (written & verbal)
• 3 years of senior administrative experience within a teaching hospital/academic environment
• Previous leadership or supervisory experience is considered an asset.
• Ability to manage calendars, schedules, and meetings for senior management roles with a high degree of complexity and coordination
• Strong leadership and critical thinking skills with the ability to exercise discretion and confidentiality
• Participates as a collaborative team member and interacts with a wide variety of internal and external partners
• Strong attention to detail and demonstrated ability to manage tasks and deadlines in a fast-paced environment with many interruptions and competing priorities
• Ability to lead various programs and support sectional and divisional activities
• Creative, self-motivated, innovative and ability to demonstrate a high level of initiative
• Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives

Here's what you'll love

• 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.

Employment Type

• 35 hours per week
• Full-time
• Hybrid model of work is supported

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.

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 [email protected] 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.