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

Reporting to the Paediatric Business Operations Manager, the Administrative Assistant will provide high level administrative support to 2-3 academic clinicians/scientists in the areas of administration, academic, clinical, research and finance. This position is within the Tri-Divisional Team: Divisions of Haematology/Oncology, Neonatology and Endocrinology, Department of Paediatrics.

Employment Type

This is a full-time position, 35 hours per week, hybrid model of work is supported.

Here’s What You’ll Get to Do

Scheduling and coordinating multiple physician calendars and meetings which involve a high level of complexity, coordination, and organization

Preparing and organizing committee meetings and rounds

Recording & transcribing minutes and independently preparing correspondence including letters, reports, spreadsheets, and presentations

Coordinating and organizing teleconferences, video conferences and web conferences

Coordinating air travel, accommodations, ground transportation, conference registration fees, travel itineraries, and reconciling financial entries

Maintaining files, correspondence, databases, developing and creating posters, PowerPoint presentations

Leading and coordinating multiple projects from draft to implementation

Assisting with clinical activities as required

Handling incoming inquiries and responding appropriately

Reviewing and distributing mail, lab results and correspondence

Providing full grant support to multiple research appointed physicians

Understanding of various granting agencies, assisting in grant submissions, and ensuring applications comply with grant requirements

Assist the research team with human resource administration tasks (e.g., time keeping, payroll, onboarding and orientation of research students, volunteers)

Preparing and updating physicians’ CV, CCV, biosketches

Conducting literature searches, pulling articles, and maintaining reference/citation databases i.e., PubMed, EndNote

Tracking of REB Renewals and applications

Maintaining multiple research accounts, overseeing the processing and payment of lab supplies and verifying expenditures

Assisting in the physician annual review, reappointment process, CDCP triennial reviews, RI reviews, academic promotions, and divisional annual and ministry reporting

Assisting in the organization, planning and implementation of conferences, symposiums, invited speakers and events

Preparing budgets, processing expense and corporate credit card entries, reconciling monthly financial accounts, maintaining physician memberships, and processing financial invoices / payments

Oversee the management of multiple financial cost centres (project ID’s/department ID’s) ensuring compliance with the Hospital’s Finance, P-card, and Procurement policies

Training and mentoring peers and acting as a primary resource for other members in the team

Here’s What You’ll Need

Completion of a post-secondary degree, equivalent combination of education and experience, business administration or related field

Minimum 1-2 years related experience within a teaching hospital or university setting or comparable educational environment

Advanced working knowledge of Microsoft Word, Excel, PowerPoint, Outlook and Share point Programs

Accurate keyboarding skills, dicta, transcribing minutes, and experience using Adobe Professional and EndNote

Excellent organizational skills and strong attention to detail in completing tasks

Exceptional interpersonal and communications skills, both verbal and written, ability to influence a variety of stakeholders and lead various programs

Superior problem-solving skills and proven ability to manage deadlines in a fast-paced environment with many interruptions and multiple priorities

Exceptional critical thinking and analytical skills with the ability to exercise discretion and confidentiality

Exercises sound judgment, diplomacy and decision making

Participates as a collaborative team member and interacts with a wide variety of internal and external stakeholders

Self-motivation and the ability to demonstrate a high level of initiative

Ability to lead multiple programs and develop creative solution strategies

Demonstrated knowledge and strong understanding of the grant application process and various granting agencies considered an asset

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.

FOR EXTERNAL APPLICANTS ONLY: As a health care institution, our highest priority is the safety of patients, families and staff. As a result, we are adopting all prevention measures to ensure the safety of our patients, families and our staff. Therefore, any offer of employment is conditional upon you submitting proof that you have been fully vaccinated with a Health Canada or World Health Organization (WHO) approved COVID-19 vaccination as soon as possible and no later than fourteen (14) calendar days prior to the effective start date, in addition to satisfying any other condition(s) that may be set out in an offer. If a candidate fails to satisfy this condition (or any other condition(s) set out in an offer), any offer of employment shall be immediately rescinded.

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 ask.hr@sickkids.ca 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.