Administrative Co-Ordinator at The Hospital for Sick Children

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.

As an Administrative Coordinator, you will be providing a high degree of administrative support to 3-4 Academic Clinicians, Clinician Investigators, Clinician Scientists, Clinician Educators and Clinician Administrators in the areas of administration, academic, clinical, research, finance, and sectional/divisional activities in the Division of Adolsecent Medicine, Department of Paediatrics. The Administrative Coordinator will collaborate with partners while building professional relationships with SickKids. Reporting to the Senior Manager, Paediatric Business Operations, you will work closely with colleagues across the broader administrative team of Adolescent Medicine developing best practices and optimizing efficiencies.

Here's What You'll Get To Do

• Provides an advanced level of administrative support to 3-4 Academic Clinicians/Clinician Investigators/Clinician Scientists/Clinician Educators/Clinician Administrators and manages faculty calendars, schedules and meetings with complexity, coordination and organization.
• Coordinates meetings (in person, virtual, hybrid) and provides administrative and IT (teleconferences, video, web) technical support for conferences, invited speakers, symposiums, and events.
• Coordinates air travel, accommodations, ground transportation, registration fees and travel itineraries for faculty, divisional personnel and external partners as needed.
• Coordinates sectional/divisional rounds, committee and leadership meetings/minutes and optimizes operational processes and workflows.
• Reviews and distributes mail, orders stationary/lab supplies, coordinates schedules and provides support and timely dissemination of information across the division.
• Resolve scheduling conflicts by collaborating closely with partners to understand concerns, challenges, and action as appropriate.
• Provides input to team objectives, leads and coordinates projects from draft to implementation and assists with clinical activities as required.
• Prepares and develops reports, documents, letters, presentations including manuals, handbooks, brochures, newsletters, SOPs, maintains files and databases, updates SharePoint sites as required.
• Coordinates/assists in faculty annual reviews, reappointment process, Ministry of Health report, academic promotions, CDCP (Career Development & Compensation Programme), research and divisional reviews (5 & 10 year).
• Coordinates a wide range of financial accounts through effective tracking of salaries, benefits, revenues, and expenses using the myBI system.
• Reconciles and processes journal entries, reports, variances/discrepancies, renews physician memberships, processes invoices, payments, P-card statements, and financial transactions in accordance with SickKids E-procurement, Finance and P-Card Policies.
• Coordinates and analyzes financial data for hospital, research and Alternate Funding Plan (AFP) accounts, processes foundation entries and consults with grant accountants escalating to Physicians/Program Coordinator/Senior Manager as required.
• Prepares and updates faculty CVs reporting awards, books/book chapters, funding, presentations (local, provincial, international), publications etc., dossier, teaching evaluations and other supporting material, Bio sketches and CCV maintenance.
• Creates and develops posters, presentations, and program materials, conducts literature searches, maintains reference/citation databases (e.g., PubMed, EndNote) and tracks Research Ethics Board (REB) renewals and applications.
• Provides grant management support and understanding of various granting agencies ensuring applications comply with granting agency requirements.
• Coordinates the onboarding of research students (paid/unpaid), volunteers, processes HR administrative tasks (e.g., offer letters, change forms, FTE/salary adjustments, terminations, contract renewals) and fulfills timekeeper responsibilities.
• Assists the research team with HR administrative tasks, consults with Human Resources, Occupational Health and Finance on matters related to the employee lifecycle (e.g., payroll administration, onboarding, offboarding).
• Assists with faculty annual reviews, reappointment process, Ministry of Health report, academic promotions, CDCP (Career Development & Compensation Programme) and research reviews.
• Provides back-up coverage, support and resources to the administrative team and coordinates sectional/divisional activities and Department of Paediatrics annual initiatives.
• Participates as PSC floor committee member and other committees, all other duties as required.
  
  

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.
• At least 2-3 years of administrative experience, preferably in a teaching hospital or academic setting.
• Experience in coordinating calendars and schedules for managers/senior management roles with a high degree of complexity, coordination and organization.
• 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.
• Advanced communication (written & verbal), consultative and presentation skills.
• Strong organizational, problem-solving, time management skills with demonstrated ability to manage competing priorities in a demanding environment.
• Ability to think conceptually, work independently and collaboratively, exercise discretion and confidentiality.
• Excellent attention to detail, proactive, resourceful, and responsible in decision-making to achieve goals.
• Creative, self-motivated, initiative with highly developed analytical, evaluative, and problem-solving skills.
• Demonstrates good judgment, tact, diplomacy, and a strong work ethic with a high degree of professionalism.
• Participates as a collaborative team member and interacts with a wide variety of internal and external partners.
• Experience in a teaching hospital/academic environment considered an asset.
• 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.
• Mentor, collaborate, and contribute to ongoing projects across departments.
• Tackle challenging, creative work at the forefront of AI and innovation.
• Access professional development and continued learning opportunities through internal or external programs.
• Build partnerships within and beyond the hospital.
• For more on why you'll love working at SickKids, visit our careers site.
  
  

Employment Type

• 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.