Administrative Coordinator, Translational Medicine

Job Description

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.

The Administrative Coordinator will provide direct administrative support to the Program Manager within Translational Medicine. This position will provide financial and accounting related duties and facilitate the completion of projects in order to ensure efficient operation of the department. The Administrative Coordinator will act as the central resource for the section and be the communication link within the department.

Here's What You'll Get To Do

In conjunction with the supervisor, perform functional supervisory responsibilities to the junior administrative staff within the department
Liaise with Human Resources, Occupational Health, and Finance as required in the administrative lifecycle of employees. Follow up with departments and employees to make certain all requirements are fulfilled
Maintain, interpret and communicate appropriate policies to ensure compliance with policies and procedures
Develop and coordinate systems such as billing, supplies inventory and ordering, and communication systems
Procure office supplies, equipment and furniture and ensure supplies are accessible to departmental personnel
Ensure office equipment and furniture are operational and coordinate preventative and restorative maintenance/repair schedules
Provide Human Resources functions, including employee relations, recruitment and performance management
Process and monitor multiple cost centre expenses
Liaise with appropriate personnel to follow-up on financial matters
Be responsible for financial tasks such as billing
Analyze monthly financial reports and follow-up on discrepancies
Generate purchase orders and work through procurement processes
Prepare and distribute agendas and minutes for meetings. Follow-up and/or implement items resulting from minutes
Arrange meeting rooms, meals, audiovisual and equipment services for meetings/events
Schedule and confirm appointments for staff 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
Calendar management
Approve travel plans and related finances
Coordinate all aspects of a conference with little or no direction and be responsible for the corresponding budget

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
Proficient with PC computers and the Microsoft Office suite of applications (Outlook, Microsoft Word, Excel, PowerPoint)
Experience with recording and transcribing of minutes is an asset
Team player with excellent interpersonal and communication skills
Demonstrated high level of judgment, tact and diplomacy in interacting with a wide variety of staff members
Ability to handle a fast-paced, busy work environment with many interruptions and competing priorities
Exceptional organizational skills and ability to manage activities both for yourself and for others effectively
A commitment to understanding and aiding in the pursuit of 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: Full-time Permanent, 1.0 FTE

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.

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Every application is reviewed by a human recruiter and all hiring decisions are made by people. In some cases, AI-assisted tools are used to help review applications based on job-related qualifications.

All positions posted on the SickKids Hospital's Careers Site represent current vacancies, unless otherwise posted in the job description.