Position Description

The Division of Rheumatology is looking for a top notch administrative assistant whose primary role will be to support physicians/scientists and to achieve administrative excellence by working in collaboration with SickKids faculty, staff, students/trainees, alumni, and others. This is a hybrid position.

Here’s What You’ll Get to Do

General Administration

Manage enquiries and the Outlook calendar/inbox for the PI/lab staff as requested

Make travel arrangements for staff and/or external clients and complete pre/post travel paperwork

Arrange meetings (including room bookings, AV, catering, and itineraries as required, including for invited guest speakers)

Maintain all versions of the physician’s CV (master CV, Canadian Common CV, Biosketch, UofT CV, etc.)

Proactively update publications and perform searches for physicians using PubMed, Library Portal, and EndNote

Liaise with PI’s UofT department for academic matters and provide administrative support for their teaching duties

Manage Research Training Centre paperwork for trainees and follow up with staff/trainees to ensure mandatory training is kept valid and up to date

Assist with shipments, customs documentation for couriers, paperwork such as waybills and commercial invoices, and dry ice etc.

Order supplies through e-procurement, as requested

Collect and distribute internal and external mail and announcements to lab members

Ensure SickKids directory accurately reflects current staff

Maintain office supplies for lab and its members and assist with printing items as necessary

Finance (via myFinance)

Download/reconcile/prepare/obtain approvals for monthly salary, benefits, and expense reports and reimbursements, including authorization for international travel

Create monthly financial summary for each Project ID to review with the physician and assist in managing funds between Project IDs for year-end

Maintain a summary for salaries forecast for each fiscal year and assist physicians with budget forecasting

Grants (Pre/Post)

Liaise with the Grants Management Office (GMO) and Grant Accountant for all grant related matters, with SickKids Foundation if applicable, and work with collaborating PIs/institutions for team grants

Coordinate scheduling of Internal Peer Review Committee meetings and submission of Reviewers Report Form with GMO

Prepare Notice of Application (NOA) for all grants/funding applications submitted to RI for approvals

Assist with preparation and submission of grants and fellowship/studentship applications (NSERC, OGS, CIHR, Restracomp, etc.) as determined appropriate by the PI, including coordinating necessary signatures for grants and awards

Human Resources (via myHR)

Assist with HR functions such as job postings, hiring process, and unpaid appointments

Manage all onboarding requirements for new employees and initiate Windows/KidMail account activations and deactivation with SickKids Lotus Notes directory administrators; monitor and provide updates for SickKids Lotus Notes directory on an on-going basis for PI/Physician(s) labs (maintain a current list of all trainees/staff in each of the assigned labs)

Process terminations and leave of absences, maintain HR files for staff, act as myHR delegate for PI/Physician(s) as requested and follow up with the HR staff as necessary

Manage salary/payroll related matters for the lab members, provide biweekly ExpressNet time keeping for payroll

Program/Floor Related Support

Assist in program related activities with guidance from the Program Manager

Act as primary contact person for the floor as necessary

Provide backup admin coverage to other administrative assistants portfolio during vacation times

Mentor and/or train new and/or existing administrative staff

Receive and distribute FAX for the assigned floor (via fax inbox)

Approve room bookings for the assigned floor

Complete monthly safety inspections for administrative area and offices