Program Coordinator - Translational Medicine

The Hospital for Sick Children; Toronto; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

SickKids, one of the world’s leading paediatric health centres, is seeking a Program Coordinator to provide high-level executive and operational support to the Associate Chief, Clinical Research. You will coordinate calendars, meetings, travel, recruitment, HR tasks, and financial processes across administrative, academic, research, and financial portfolios.

The role demands 4–5 years of senior management support experience, a post-secondary business/office administration credential, and strong

Qualifications

• Minimum 4–5 years of experience supporting senior management
• Completion of a post-secondary degree/diploma in business or office administration or related field
• 2–5 years of experience in managing calendars and schedules for senior management
• Advanced knowledge in videoconferencing and Microsoft Office tools
• Ability to build effective relationships and manage competing priorities in a demanding environment

Responsibilities

• Provide executive level administrative support to the Associate Chief, Clinical Research and manage calendars
• Resolve scheduling conflicts with partners and stakeholders
• Record and transcribe minutes and prepare correspondence and reports
• Coordinate strategic events including logistics, communications, and attendee coordination
• Arrange air travel, accommodations, ground transport, and itineraries for the team and partners
• Assist in recruitment, onboarding of research students and HR administrative tasks
• Coordinate onboarding of staff and fulfill timekeeper responsibilities
• Support payroll approvals and financial reporting for research accounts
• Assist with annual faculty reviews, research budgets and program planning
• Prepare CVs, grant applications, and related supporting materials
• Coordinate supplies and IT equipment and document tracking
• Contribute to equity, diversity and inclusion objectives

Skills

Calendar management

Executive support

Microsoft Office

Videoconferencing

Communication skills

Project coordination

Education

Post-secondary degree/diploma in business or office administration

Tools

SharePoint

Teams

Zoom

Canva

Endnote

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.

As a Program Coordinator, you will provide high-level executive and operational support to the Associate Chief, Clinical Research, contributing to the successful delivery of strategic priorities across administrative, academic, research, and financial portfolios. Acting as a trusted partner, you will coordinate complex activities, manage competing priorities, and facilitate effective communication among internal and external stakeholders.

Here’s What You’ll Get To Do

• Provide executive level administrative support to the Associate Chief, Clinical Research and manages the various team calendars associated with this position, schedules meetings with a high level of complexity, coordination and organization.
• Resolve scheduling conflicts by collaborating closely with partners to understand concerns, challenges, and action as appropriate.
• Record & transcribe minutes and prepares correspondence including letters, reports, spreadsheets and presentations
• Provide comprehensive coordination support for strategic events in support of the Associate Chief, Clinical Research priorities. Ensuring seamless planning and execution through management of event logistics, stakeholder communications, speaker and participant coordination, catering, audiovisual needs, signage, briefing materials, run‑of‑show planning, and day‑of support.
• Coordinate air travel, accommodations, ground transportation, registration fees and travel itineraries for the Associate Chief, Clinical Research, team personnel and external partners as needed.
• Assist the Manager in recruitment (scheduling, interviewing, orientation) and acts as a primary training resource and support for the team.
• Coordinate 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.
• Assist the Manager/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).
• Coordinate payroll approvals for various teams
• Coordinate/assist in annual faculty reviews, reappointment process, Ministry of Health report, academic promotions, CDCP (Career Development & Compensation Programme), research and divisional reviews (5 & 10 year), CPSO reporting requirements.
• Assist the Manager with financial planning, forecasting, and management of research accounts by tracking salaries, benefits, revenues, and expenses, and supporting budget projections through the myBI system.
• Reconcile and process journal entries, reports, variances/discrepances, renews physician memberships, process invoices, payments, P-card statements, and financial transactions in accordance with SickKids e‑procurement, Finance and P‑Card Policies.
• Prepare and update the Associate Chief's CV, reporting awards, books/book chapters, funding, presentations (local, provincial, international), publications etc., dossier, teaching evaluations and other supporting material, Bio sketches and CCV maintenance.
• Provide grant management support and understanding of various granting agencies ensuring applications comply with granting agency requirements.
• Coordinate stationary supplies, IT equipment, decommissioning of office equipment and maintains a system for document tracking and storage, retrieval and destruction that complies with SickKids policies.
• Other tasks as needed

Here’s What You’ll Need

• Minimum of 4-5 years of experience in supporting senior management roles
• Completion of a post‑secondary degree/diploma in business or office administration or related field, equivalent combination of education and experience.
• 2 - 5 years of experience in managing calendars, schedules with senior management roles and 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.
• Strong business acumen with a high degree of professionalism.
• Knowledge of project management principles, experience supporting an administrative program and strategic projects.
• Excellent critical thinking and decision‑making skills with advanced communication (written & verbal), consultative and presentation skills.
• Ability to think conceptually, work independently and collaboratively, exercise discretion and confidentiality.
• Advanced organizational skills, problem solving, time management skills with demonstrated ability to manage competing priorities in a demanding environment.
• Leadership, process improvement and operational experience.
• Creative, initiative‑taking, initiative with advanced analytical, evaluative, and critical thinking skills.
• Strong desire for continuing professional development.
• Participates as a collaborative team member and interacts with a wide variety of internal and external partners.
• Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives

Employment Type

• Temporary, 1-year contract
• 1.00 FTE
• 35 hours per week
• Hybrid model of work supported

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