Administrative Assistant, Medical & Academic Affairs

The Hospital for Sick Children; Toronto; On-site; CAD 42,000 - 64,000; Full time

Benefits offered by this job

HOOPP pension plan

Health and dental

Staff Health and Well-being Strategy

Equity, Diversity & Inclusion focus

Job summary

The Hospital for Sick Children (SickKids) is seeking a highly organized Administrative Assistant in the Department of Diagnostic & Interventional Radiology. You will support radiologists, trainees, and staff with high-level administrative tasks, manage calendars, prepare documents, and assist with academic and research activities.

We value equity, diversity, and inclusion and offer comprehensive benefits and a collaborative, supportive work environment in a leading paediatric healthcare setting

Qualifications

• Post secondary degree/diploma in business or office administration or equivalent experience.
• Minimum 2 years administrative experience in health care preferred.
• Expert knowledge of Office 365 and common productivity tools is required.
• Strong written and verbal communication and ability to prioritize workload.

Responsibilities

• Manage physician calendars, meetings, and appointments with high organization.
• Coordinate travel, conferences, and educational events for the department.
• Prepare letters, reports, presentations, and educational materials.
• Support CVs, CME credits, and academic affiliations; assist with grants and reviews.
• Maintain electronic filing systems and assist with onboarding trainees.

Skills

Office 365

Teams

Excel

Word

PowerPoint

Zoom

Adobe

Reference Tools

Education

Post secondary degree/diploma in office administration

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 Department of Medical and Academic Affairs at the Hospital for Sick Children is dedicated to supporting our Medical and Dental staff, Clinical Fellows, and Residents. The department also provides strategic, financial, and administrative support to the physician and scientific leadership and faculty in the departments of Diagnostic & Interventional Radiology (DIR), Paediatric Laboratory Medicine (DPLM), and Psychiatry.

We are currently seeking a highly organized and proactive Administrative Assistant within the Department of Diagnostic & Interventional Radiology. In this role, you will report to the Manager, Academic & Business Affairs and provide high-level administrative support to radiologists, trainees, and operational staff. You will be responsible for managing all aspects of DIR's clinical, educational, and research portfolios.

Administrative

Here's What You'll Get to Do

• Manage and prioritize physician calendars, meetings, and appointments
• Handle incoming inquiries and respond appropriately
• Organize and coordinate physician schedules and updating systems as required
• Organize and support committee meetings, rounds, and conferences
• Proactively collect agenda items, establish agendas, assemble materials for distribution, and prepare minute templates and minutes accordingly
• Arrange travel, seminars, conferences (both division and research related)
• Prepare documents, including letters, reports, spreadsheets, presentations, and educational material
• Provide support for maintenance and submission of curriculum vitaes (CVs), Continuing Medical Education credits and Academic affiliations
• Work individually and in collaboration on projects, including reviews, accreditation, and grant submissions
• Provide coverage and assist divisional support staff as required
• Support the onboarding and orientation of departmental trainees including electives, observers, residents, and fellows
• Provide general clerical support including mailing, faxing, scanning, photocopying, and maintaining electronic filing systems
• Responsible for the timely processing of professional licensing, dues, annual fees, and expenses
• Maintain confidentiality of all patient and staff personal and health information
• Plan and assist departmental events, meetings, conferences, and workshops as required; arranging travel, accommodations, itineraries, invitations, room bookings and set-up, audio visual, catering, collaboration with other staff/departments/external contacts, preparation of materials for event and other duties as required
• Draft departmental communications including departmental newsletters
• Update content on Program/Department websites/SharePoint
• Procure office supplies, equipment and furniture and ensure supplies are accessible to departmental personnel
• Support the coordination of dosimeters for departmental radiologists, technologists, students, and trainees, including registration, distribution, and communication with the vendor and Occupational Health and Safety on all dosimeter matters

Academic

• Support completion, submission, and administration of grants, including regulatory requirements (i.e., Research Ethics and/or Health Canada)
• Maintain reference/citation database and support literature searches utilizing various methods, retrieving articles
• Assist in developing and creating posters and PowerPoint presentations
• Maintain Research Accounts, process accounts payable, and verify expenditures Finance
• Process expense and travel reimbursements (both division and research related)

Support completion, submission, and administration of grants, including regulatory requirements (i.e., Research Ethics and/or Health Canada)

Here's What You'll Need

• Post secondary degree/diploma in business or office administration or combination of administrative experience or related field.
• Minimum 2 years of administrative experience in the health care industry strongly preferred
• Expert knowledge and proficiency in common productivity software (Office 365 including Teams, Excel, Word, PowerPoint, Zoom, Adobe, Reference Tools)
• 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, in a team environment
• A commitment to understanding and aiding in the pursuit of equity, diversity & inclusion

Here's What You'll Love

• This position is eligible for employee benefits coverage including but not limited to, HOOPP pension plan, health and dental. The full benefits package will be discussed at the time of the 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, full-time
• 1.0 FTE, 35 hours per week

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.