Administrative Coordinator

SickKids - Toronto, ON (30+ days ago)

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FTE

1.00

Hours of Work

35.00

Dept/Program Name

Research Information Technolog

Contract Length

Date Posted

2020-08-13

Deadline to Apply

2020-08-27

Target Openings

1

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

Are you looking for a challenging and rewarding position where you can utilize your organizational, communication, and time-management skills? Are you looking to be part of a dedicated IT team advancing research computing services for world renowned scientists? This is a great chance to gain operational experience and be closer to the action in Research IT.

The Administrative Coordinator works as part of a team but will lead and execute their own processes within the Department of Research IT. Reporting to and working with the Director, Research IT, the successful candidate will also work collaboratively with the Research IT Management Team and their staff. You will also get to work closely with our Research Finance Partner and will build relationships with other Research Operations Administrative staff to support the scheduling of committees that govern our initiatives. You will be responsible for initiating and tracking on many of our monthly and annual financial processes, keeping a busy, ambitious department performing at our best. We value face to face interaction and this position will require the successful candidate to work a hybrid model of days worked onsite in the office and days worked at home.

Research IT is focussed on providing research computing resources to SickKids scientists and their labs, located in the Research Institute, in the Peter Gilgan Centre for Research & Learning, 686 Bay Street, Toronto. We support 600+ scientists, their associated labs and facilities and the Research Operations portfolio by providing the following services: Desktop Support, Application Development, Project Management and Application Support, System Infrastructure (hosting and systems administration), and High Performance Computing. We work closely with our partners in the Corporate IT department to ensure alignment of our services. We pride ourselves in our customer service approach and our contributions to a world-leading research enterprise.

Here’s What You Will Get To Do:
IT administration

Under general direction from the Research IT Management team, coordinate preventative and restorative maintenance/repair schedules, including annual cleaning for PGCRL Data Centres;
Maintain up-to-date email distribution lists for Research IT communications;
Ensure asset management databases are updated;
Proactively track on IT contract and license renewals, and support the appropriate RIT Manager in ensuring our infrastructure is appropriately licensed with warranty support;
Assist in regular collation of departmental key performance indicators.

Financial administration

Prepare and track invoices for payment, expense transfers; monitor and track budget expenses, reporting;
Process and monitor multiple cost centre expenses;
Be responsible for financial tasks such as monthly and annual billings for Research IT services;
Working closely with our Research Awards and Financial Services partner, and the Research IT Management team, analyze monthly financial reports and identify discrepancies, liaising with appropriate personnel to follow-up;
Generate purchase orders, reconcile P-card expenses and work through procurement processes;
Handle incoming inquiries from clients; prepare reports and spreadsheets.

General administration

Time keeping for all staff in Research IT Department;
Departmental calendar management (training days, onsite/offsite working time, vacation days);
Support Research IT Management Team in recruitment activities such as posting job descriptions, scheduling interviews and processing job offers through the HR system.
Procure office supplies, equipment and ensure supplies are accessible to departmental personnel;
Record and distribute minutes for bi-monthly Research IT Governance Committee and Departmental meetings. Assist with preparation of agendas and presentation materials as required;
Arrange virtual or physical meeting rooms, meals, audiovisual and equipment services for Research IT meetings/events;
Coordinate annual staff recognition and other team building events;
Identify process improvement opportunities and make recommendations for procedural and work-flow efficiencies. Coordinate these initiatives for the department, from draft to implementation/completion;
Schedule and confirm appointments for Director, Research IT, using judgment to reschedule or book appointments according to changing priorities.

Other

Provide rotational front desk coverage Research Operations reception.

Here’s What You’ll Need:
Business or administrative degree/post-diploma program
Minimum of 5 years of senior administrative experience either in a hospital or university setting
Experience in the administration of Information Technology Operations (asset management, licensing renewals, generating quotations for service, cost recovery) and/or Research Operations experience.
Financial management experience
Experience with recording and transcribing of minutes
Proficient with the Microsoft Office suite of applications (Outlook, Microsoft Word, Excel, PowerPoint)
Proficiency with Adaptive Financial software and PeopleSoft Financial and HR software an asset
Familiarity with SickKids procurement policies is an asset
Team player with strong interpersonal skills including judgment, tact, and diplomacy and the ability to interact with people across the Research Community (faculty, trainees, staff) and Hospital
Self-motivated, proactive with ability to handle a fast-paced work environment with many interruptions and competing priorities
Exceptional organizational skills and ability to manage activities both for yourself and for others effectively
Excellent attention to detail, problem solving, project coordination skills, process improvement identification, with the ability to work well independently and in a collaborative team
Demonstrated strong communication skills (oral, written) necessary for one on one, small group and larger group contexts. Active listening skills supporting effective engagement at all levels of the organization.

Employment Type: Full-time permanent

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 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.