Administrative Assistant, Translational Medicine

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 the Administrative Assistant, you will provide administrative support to the Program Manager, and the Translational Medicine research program including performing office management, financial and accounting related duties; and secretarial support. You will act as a resource and a communication link for information within the department.

Here's What You'll Get To Do

• Maintain and communicate appropriate policies to ensure compliance with policies and procedures
• Develop and coordinate systems, i.e. billing, supplies inventory and ordering, communication systems
• Requisition office supplies, equipment and furniture, ensuring supplies are accessible to departmental personnel
• Ensure office equipment and furniture are operational and coordinate preventative and restorative maintenance/repair schedules
• Oversee and coordinate the daily activities of secretarial staff/scheduling coordinator as required
• Process and monitor cost centre expenses
• Liaise with appropriate personnel to follow-up on financial matters
• Be responsible for financial tasks such as billing and payroll
• Analyze monthly financial (MI) reports and follow up on discrepancies
• Assist in grant applications
• Prepare and distribute agendas and minutes for meetings, perform follow-up and/or implementation of items resulting from minutes
• Arrange meeting rooms, meals, and audio visual and equipment services for meetings/events
• Schedule and confirm appointments for the Director, using judgment to reschedule or book appointments according to changing priorities
• Handle incoming inquiries, prepare reports and presentation material including slides, word processing and spreadsheets
• Coordinate and oversee projects from draft to implementation/completion
• Support Human Resource functions as it relates to recruitment, performance and attendance management, and terminations

Here's What You'll Need

• Post secondary degree/diploma in business or office administration
• Minimum of 3 years of administrative experience, preferably in the health care industry
• Expert knowledge and proficiency in all Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
• Experience using Adobe Professional and Endnote
• Experience with updating websites and database development
• 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
• Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives

Here's What You'll Love:

• Enhancing children's health and changing the lives of children and their families every day
• 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'll be making a difference at SickKids and contributing to our vision of Healthier Children. A Better World.
• Comprehensive health & dental benefits and a defined-benefit pension plan
• An academic and learning environment, awards and bursaries, mentoring programs, and a focus on continuous improvement.

Employment Type

Permanent, Full-Time

The children and families we care for are from a variety of communities, and so are our employees. We welcome and encourage everyone to join our organization and be part of our team.

When requested, SickKids will provide access and inclusion supports to eligible candidates to support their full engagement during the interview and assessment process. Information received related to access or inclusion will be addressed confidentially.

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.

FOR EXTERNAL APPLICANTS ONLY: As a health care institution, our highest priority is the safety of patients, families and staff. As a result, we are adopting all prevention measures to ensure the safety of our patients, families and our staff. Therefore, any offer of employment is conditional upon you submitting proof that you have been fully vaccinated with a Health Canada or World Health Organization (WHO) approved COVID-19 vaccination as soon as possible and no later than fourteen (14) calendar days prior to the effective start date, in addition to satisfying any other condition(s) that may be set out in an offer. If a candidate fails to satisfy this condition (or any other condition(s) set out in an offer), any offer of employment shall be immediately rescinded.

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.