Administrative Assistant - #448923

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.

As an Administrative Assistant in the Division of Paediatric Medicine, you will be splitting your responsibilities between two Sections: Complex Care and PACT (Paediatric Advanced Care Team) Reporting to the Paediatric Business Operations Manager, you will provide administrative support to both Complex Care and PACT and support the physicians in these two sections.

Complex Care

Here's What You'll Get to Do

• Liaise with interested elective applicants, answering any questions about the Complex Care program and application process
• Schedule learners into clinic appointments making sure there are no more than one learner per appointment
• Build bespoke elective schedules for learners based on their individual learning needs and year of experience, coordinating interdisciplinary learning opportunities with members of staff internal and external to SickKids
• Ensure all credentialing and onboarding are complete with all necessary training and documents stored for safe keeping
• Create and distribute Complex Care rounds informational posters and post-presentation feedback surveys. Compile feedback and create thank you letters for presenters.
  
  

Pact

• Maintain Pathways Grief Support e-communications, monitoring [email protected] mailbox for event registrations and unsubscribe requests
• Navigating new SharePoint website to upload deceased patient data into new grief support database and updating spreadsheets
• Submit expense reports on behalf of team members
• Source and procure supplies for grief support program including books and grief support cart/memory making supplies
• Plan major grief support events (PACT Summer Picnic & Fall Candle Lighting Memorial)
  
  

For Both Sections

• Update physician CVs, Common CVs, biosketches
• Submit expense reports
• Maintain physician calendars, organizing meetings and ensuring catering and audiovisual requirements are arranged
• Monitor physicians' cost centres, reviewing any discrepancies and following through for correction
• Making travel arrangements for physicians when requested
  
  

Here's What You'll Need

• Post-secondary degree/diploma in business or office administration or a combination of administrative experience and education
• Several years of administrative experience, preferably in the health care industry
• Experience providing administrative support to Academic Clinicians and Research Scientists is a strong asset
• Knowledge and proficiency in all Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams)
• 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 partners
• 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
• Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives
  
  

Here's What You'll Love

• This position is eligible for employee benefits coverage including but not limited to; health, dental and life insurance. The full benefits package will be discussed at the time of offer.
• A focus on employee wellness with our new Staff Health and Well-being Strategy. Self-care helps us support others.
• A hospital that welcomes and focuses on Equity, Diversity, and Inclusion.
• The opportunity to make an impact. Regardless of your role or professional interest, you will be making a difference at SickKids and contributing to our vision of Healthier Children. A Better World.
• For more on why you'll love working at SickKids, visit our careers site.
  
  

Employment Type

• Permanent
• 1.00 FTE
• 35 hours per week
• Hybrid model of work
  
  

SickKids is committed to championing equity, diversity and inclusion in all that we do, fostering an intentionally inclusive and culturally safe environment that reflects the diversity of the patients, families and communities we serve. Learn more about workplace inclusion.

If you require accommodation during the application process, please reach out to our aSKHR team. SickKids can provide access and inclusion supports to eligible candidates to support their full engagement during the interview and selection process as well as to ensure candidates are able to perform their duties once successfully hired. If you are invited for an interview and require accommodation, please let us know at the time of your invitation to interview. Information received related to access, inclusion or accommodation will be addressed confidentially.

Technical difficulties? Email [email protected] with a short description of the issues you are experiencing. We will not accept resumes sent to this inbox but we are happy to respond to requests for technical assistance.

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.