Administrative Assistant

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Administrative Assistant

full-time
Toronto, ON

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 and quality improvement, research and council work. This position is within the Division of Rheumatology, The Department of Paediatrics.

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
  • Primary support for three distinctive councils and their corresponding Chairs, acting as the go to person in order to implement and expedite activities
  • High level of engagement and outreach with council members (both internal and external) to ensure planned initiatives are achieved
  • Oversight of council related publications and promotional material
  • Recording & transcribing minutes and independently preparing correspondence including letters, reports, spreadsheets and presentations
  • Coordinating and organizing teleconferences and video conferences
  • Coordinating air travel, accommodations, ground transportation, conference registration fees, travel itineraries and reconciling financial entries
  • Maintaining files, correspondence, databases, assisting in developing and creating posters, PowerPoint presentations
  • Handling incoming inquiries (email, phone and in-person) 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 so that applications comply with grant requirements
  • Assisting with research staffing needs: i.e., time keeping, payroll, onboarding of research staff and students
  • Preparing and updating physicians’ CV, CCV, biosketches
  • Conducting literature searches, pulling articles and maintaining reference/citation databases (i.e. PubMed, EndNote, ORCiD)
  • Assisting in the physician annual review, reappointment process, CDCP reviews, academic promotions and divisional annual and ministry reporting
  • Preparing budgets, processing expense and corporate credit card entries, reconciling monthly financial accounts, maintaining physician memberships and processing financial invoices / payments
  • Overseeing the management of multiple project ID’s/department accounts ensuring compliance with the Hospital’s finance and procurement policies

Here’s What You’ll Need:

  • Completion of a post-secondary degree, equivalent combination of education and experience, business administration or related field
  • Minimum 2-3 years related experience within a teaching hospital or university setting or comparable educational environment
  • Solid working knowledge of Microsoft Word, Excel, PowerPoint, Outlook and iShare 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
  • 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
  • High level of judgment, tact and diplomacy in interacting with a wide variety of internal and external stakeholders
  • Self-motivation and the ability to demonstrate a high level of initiative
  • Ability to develop creative strategies and participate as a collaborative team member including coverage of colleagues when away
  • Demonstrated knowledge and strong understanding of the grant application process and various granting agencies considered an asset
  • Interest in acquiring new skills and expertise using new and existing software programs
  • Flexibility to take on new tasks and projects as required

Employment Type: Permanent, Full- Time

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Posted by SickKids

Posted on 2020-02-27

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