Administrative Co-Ordinator

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.

We are recruiting an Administrative Coordinator for the Division of Clinical and Metabolic Genetics. Reporting to the Senior Manager, Business Operations, this position is responsible for providing an elevated level of administrative support to the Division Head in the areas of administration, academic, clinical, research, finance and support divisional operations. The Administrative Coordinator will work collaboratively with all partners while building professional relationships with SickKids and external organizations.

Here's What You'll Get To Do

• Provides administrative support to the Division Head and manages the Division Head's calendar, schedules, travel and meetings with a high level of complexity, coordination and organization.
• Coordinates and leads meetings (in person, virtual, hybrid) and provides administrative and IT (teleconferences, video, web) support for conferences, invited speakers, symposiums, rounds and events.
• Coordinates divisional/multi divisional operations and contributes to the development and implementation of divisional plans, goals and objectives that align to the Department of Paediatrics and Hospital's strategic directions.
• Participates in recruitment (scheduling, interviewing, orientation) and acts as a primary training resource for training and development for the administrative team.
• Supports, develops, and updates the divisional fan out list, Hypercare, myACCESS, SharePoint site, websites, and other databases.
• Plans, develops, coordinates multiple divisional schedules, and provides support and timely dissemination of information across the division.
• Provides input into the development and execution of team objectives, organizes special projects from draft to implementation and assists with clinical activities as required.
• Prepares and develops divisional reports, documents, letters, presentations including administrative manuals, handbooks, brochures, newsletters, and SOPs.
• Coordinates/assists in annual faculty reviews, reappointment process, Ministry of Health report, academic promotions, CDCP (Career Development & Compensation Programme), research and divisional reviews (5 & 10 year), CPSO reporting requirements.
• Manages cost centres and analyzes financial data for hospital, research and AFP divisional accounts and consults with grant accountant escalating to Senior Manager as required.
• Reconciles and processes journal entries, reports, variances/discrepancies, processes invoices, payments, P-card statements, and financial transactions in accordance with SickKids E-procurement, Finance and P-Card Policies.
• Prepares and updates CV, CCV, and Bio sketchs, reporting awards, books/book chapters, funding, presentations (local, provincial, international), publications etc., dossier, teaching evaluations and other supporting material.
• Creates and develops posters, presentations and program materials, conducts literature searches, maintains reference/citation databases (e.g., PubMed, EndNote) and tracks REB renewals and applications.
• Provides grant management support and understanding of various granting agencies ensuring applications comply with granting agency requirements.
• Coordinates the onboarding and off boarding of research staff (paid/unpaid), volunteers, processes HR administrative tasks (e.g., offer letters, change forms, FTE/salary adjustments, terminations, contract renewals) and fulfills timekeeper responsibilities.
• Coordinates stationary supplies, IT equipment, decommissioning of office equipment and maintains a system for document tracking and storage, retrieval and destruction that complies with SickKids policies.
• Assists the Senior Manager with physician recruitment, onboarding, orientation, medical appointments/clinical privileges (CMaRs) and offboarding.
• Coordinates and documents monthly health and safety inspections and participates as a PSC floor committee member and other committees, all other duties as required.
• Provides ongoing divisional and operational support to the Senior Manager, Business Operations.
  
  

Here's What You'll Need

• Completion of a post-secondary degree/diploma in business or office administration or related field, equivalent combination of education and experience.
• Minimum of 4-5 years of experience in supporting physicians/leadership roles and divisional operations.
• Advanced knowledge in Videoconferencing, Microsoft Office, SharePoint, Teams, CoPilot, Zoom, Adobe, Redcap, Endnote, Canva.
• Adaptable with a strong ability to work with several styles and ability to build effective and cohesive relationships.
• Strong financial acumen with a high degree of professionalism.
• Knowledge of project management principles, experience supporting an administrative program and strategic projects.
• Excellent critical thinking and decision-making skills with advanced communication (written & verbal), consultative and presentation skills.
• Ability to think conceptually, work independently and collaboratively, exercise discretion and confidentiality.
• Advanced organizational, problem-solving, time management skills with demonstrated ability to manage competing priorities in a demanding environment.
• Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives
• Experience in a teaching hospital/academic environment preferred.
  
  

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

• Permanent full-time
• 35 hours per week
• Hybrid work arrangement
  
  

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.