Administrative Assistant

SickKids - Toronto, ON (30+ days ago)

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Hours of Work


Dept/Program Name

General Paediatrics - Admin

Contract Length

Date Posted


Deadline to Apply


Target Openings


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

As the Administrative Assistant in the Division of Paediatric Medicine, you will provide high level administrative support to several faculty members, providing them with support in their clinical, academic, research and administrative responsibilities including:

Here’s What You’ll Get To Do:
Handle incoming inquiries (verbal and written)
Maintain physician calendars
Coordinate/book travel
Book routine and complex meetings
Establish and maintain electronic filing system
Provide administrative support for committees and rounds
Take and transcribe minutes
Prepare reports, spreadsheets, presentations, some of which may be confidential in nature
Provide input to procedures, manuals, handbooks, etc. as required
Support physicians/manager with special projects
Provide back-up support to other divisional administrative staff as required

Retrieve data from various sources and provide clinic/patient related support
Organize and coordinate on-call schedules and update system as required
Some transcription may be required, photocopy documents and maintain files

Update on a regular basis, each physician's curriculum vitae, Common CV, biosketch
Prepare and maintain teaching dossiers
Record and track books, chapters, funding and awards for the academic year
Prepare documents and provide support to physicians during the annual review/triennial review/promotion process
Organize guest speakers and visiting lectureships

Prepare and assist with grant applications
Conduct literature searches and pull articles as required
Assist with journal articles, poster presentations and abstracts
Maintain reference and citation databases
Provide HR related support for research personnel and students

Analyze monthly financial reports, action discrepancies, reconcile budget reports on a monthly basis
Coordinate cost centres, budgets
Reconcile Pcard statements, following up on discrepancies

Here’s What You’ll Need:
Post-secondary degree/diploma in business or office administration
2-3 of administrative experience, preferably in the health care industry
Experience providing administrative support to Academic Clinicians and Research Scientists is a strong asset
Expert knowledge and proficiency in all Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
Experience using Adobe Professional and Endnote
Exceptional interpersonal, oral and written communication skills
Proven ability to prioritize work in an efficient and organized manner
Highly developed analytical, evaluative and problem solving skills
Demonstrated high level of judgment, tact and diplomacy in interacting with a wide variety of internal and external stakeholders
Ability to work well independently, as well as, in a team environment
Ability to work in a fast paced work environment with many interruptions and multiple priorities

Employment Type: Full-time permanen

Our Commitment to Diversity

The children and families we care for are diverse, and so are our employees. All are welcome to join our unique organizational culture and be part of our inclusive team.

If requested, SickKids is proud to make available accommodations to support applicants with disabilities during the interview and assessment process. Information received relating to accommodation will be addressed confidentially. SickKids is also committed to providing services in both official languages and our preference is to hire employees who are fluent in both English and French whenever possible.

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.

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 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.