Administrative Coordinator

Description:

As an Administrative Coordinator, you will be providing a high degree of administrative support to 3-4 Academic Clinicians, Clinician Investigators, Clinician Scientists, Clinician Educators and Clinician Administrators in the areas of administration, academic, clinical, research, finance, and sectional/divisional activities in the Division of Haematology/Oncology, Department of Paediatrics. The Administrative Coordinator will collaborate with partners while building professional relationships with SickKids. Reporting to the Senior Manager, Pediatric Business Operations, you will work closely with colleagues across the broader administrative team (Haematology/Oncology, Dermatology, Endocrinology, Neonatology), developing best practices and optimizing efficiencies.

Here's What You'll Get To Do

 Provides an advanced level of administrative support to 3 - 4 Academic Clinicians/Clinician Investigators/Clinician Scientists/Clinician Educators/Clinician Administrators and manages faculty calendars, schedules and meetings with complexity, coordination and organization.
 Coordinates meetings (in person, virtual, hybrid) and provides administrative and IT (teleconferences, video, web) technical support for conferences, invited speakers, symposiums, and events.
 Coordinates air travel, accommodations, ground transportation, registration fees and travel itineraries for faculty, divisional personnel and external partners as needed.
 Coordinates sectional/divisional rounds, committee and leadership meetings/minutes and optimizes operational processes and workflows.
 Reviews and distributes mail, orders stationary/lab supplies, coordinates schedules and provides support and timely dissemination of information across the division.
 Resolve scheduling conflicts by collaborating closely with partners to understand concerns, challenges, and action as appropriate.
 Provides input to team objectives, leads and coordinates projects from draft to implementation and assists with clinical activities as required.
 Prepares and develops reports, documents, letters, presentations including manuals, handbooks, brochures, newsletters, SOPs, maintains files and databases, updates SharePoint sites as required.
 Coordinates/assists in faculty annual reviews, reappointment process, Ministry of Health report, academic promotions, CDCP (Career Development & Compensation Programme), research and divisional reviews (5 & 10 year).
 Coordinates a wide range of financial accounts through effective tracking of salaries, benefits, revenues, and expenses using the myBI system.
 Reconciles and processes journal entries, reports, variances/discrepancies, renews physician memberships, processes invoices, payments, P-card statements, and financial transactions in accordance with SickKids E-procurement, Finance and P-Card Policies. '
 Coordinates and analyzes financial data for hospital, research and Alternate Funding Plan (AFP) accounts, processes foundation entries and consults with grant accountants escalating to Physicians/Program Coordinator/Senior Manager as required.
 Prepares and updates faculty CVs reporting awards, books/book chapters, funding, presentations (local, provincial, international), publications etc., dossier, teaching evaluations and other supporting material, Bio sketches and CCV maintenance.
 Creates and develops posters, presentations, and program materials, conducts literature searches, maintains reference/citation databases (e.g., PubMed, EndNote) and tracks'Research Ethics Board (REB) renewals and applications.
 Provides grant management support and understanding'of various granting agencies ensuring applications comply with granting agency requirements.
 Coordinates the onboarding of research students (paid/unpaid), volunteers, processes HR administrative tasks (e.g., offer letters, change forms, FTE/salary adjustments, terminations, contract renewals) and fulfills timekeeper responsibilities.
 Assists the research team with HR administrative tasks, consults with Human Resources, Occupational Health and Finance on matters related to the employee lifecycle (e.g., payroll administration, onboarding, offboarding).
 Assists with faculty annual reviews, reappointment process, Ministry of Health report, academic promotions, CDCP (Career Development & Compensation Programme) and research reviews.
 Provides back-up coverage, support and resources to the administrative team and coordinates sectional/divisional activities and Department of Paediatrics annual initiatives.
 Participates as PSC floor committee member and other committees, all other duties as required.

Here's What You'll Need

 Completion of a post-secondary degree/diploma in business or office administration or related field, equivalent combination of education and experience.
 At least 3 years of administrative experience, preferably in a teaching hospital or academic setting.
 Experience in coordinating calendars and schedules for managers/senior management roles with a high degree of complexity, coordination and organization.
 Advanced knowledge in Videoconferencing, Microsoft Office, SharePoint, Teams, CoPilot, Zoom, Adobe, Redcap, Endnote, Canva.
 Adaptable with a strong ability to work with several styles and ability to build effective and cohesive relationships.
 Advanced communication (written & verbal), consultative and presentation skills.
 Strong organizational, problem-solving, time management skills with demonstrated ability to manage competing priorities in a demanding environment.
 Ability to think conceptually, work independently and collaboratively, exercise discretion and confidentiality.
 Excellent attention to detail, proactive, resourceful, and responsible in decision-making to achieve goals.
 Creative, self-motivated, initiative with highly developed analytical, evaluative, and problem-solving skills.
 Demonstrates good judgment, tact, diplomacy, and a strong work ethic with a high degree of professionalism.
 Participates as a collaborative team member and interacts with a wide variety of internal and external partners.
 Experience in a teaching hospital/academic environment considered an asset.
 Demonstrated commitment and actions in advancing equity, diversity and inclusion objectives