Job Title:Administrative Co-Ordinator
Job ID:1859
Location:Toronto, Ontario
Deadline to Apply:11/08/2013
FTE:1.00
Hours of Work:35.00
Dept/Program Name:Global Child Health Program
Contract Length:1 year + possible renewal
About SickKids:
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.
Position Description:
The Administrative Coordinator supports the coordination, management and operational aspects of the SickKids-Caribbean Paediatric Cancer and Blood Disorders Initiative (SCI). This includes providing day-to-day administrative support, primarily for the Medical Director, and limited support for the Lead Oncologist. The Administrative Coordinator is the first point of contact for internal and external stakeholders, including SickKids Foundation.
Office management responsibilities:
Reporting to the Director, Global Child Health, under the direction of the Senior Project Manager and working closely with the Project Coordinator, the Administrative Coordinator will provide financial and accounting related duties and facilitate the completion of projects in order to ensure efficient operation of the SCI. The Administrative Coordinator will act as the central resource for the SCI and be the communication link between Caribbean partners, SCI project management staff and the Division of Haematology/Oncology and other Divisions/Department and stakeholders. The Administrative Coordinator will also be responsible for:
Establishing, implementing and ensuring appropriate systems are in place that enable work activities to flow efficiently
Maintaining and revising shared online resources and database (i.e. manage iShare)
Drafting, reviewing and editing communications, policy and procedures manuals, handbooks, reports and reviews
Financial and accounting responsibilities:
Processing and monitoring of reimbursements and cheque requisitions for travel related to Haematology/Oncology and all SCI-related activities
Developing and tracking budgets for SCI sub-projects, international delegations, etc.
Analyzing financial reports, reviewing MI’s and following up on discrepancies, ensuring budgets are kept balanced and provide reports on a monthly basis.
Processing and monitoring of cost centre expenses and other services.
Managing sectional budgets/cost centres and research accounts
Processing of payments, expenses and all other financial responsibilities pertaining to the section/division as necessary under the direction of the Supervisor/Project Manager
Administrative Services:
Clinical:
Providing clinical/patient related support
Processing patient letters forms and other patient related materials (eg. Lab results, DI), referral letters etc.
Maintaining databases, including data entry (patient related information eg. Billing consolidation)
Education/General:
Scheduling and coordinating complex meetings with multiple internal and external stakeholders, across timezones with any associated travel arrangements
Maintaining and organizing schedules and calendars
Providing administrative support to committees and rounds
Planning and organizing large events and conferences (approx 1-5 yr)
Transcribing manuscripts and reports
Maintaining physicians books and memberships and tracking of renewals
Providing administrative support for annual reviews and triennial reviews
Maintaining CV, biosketch (UofT)
Preparing and maintaining teaching dossiers
Organizing guest speakers and visiting lectureships
Editing and submitting manuscripts and keeping track of appointments and re-appointments
Maintaining cost centres/chair accounts etc
Processing disbursements (SickKids Foundation)
Assist in developing and creating posters and PowerPoint presentations
Processing HR paper work for students, volunteers etc.
Writing and distributing status reports
Taking and distributing detailed meeting minutes
Research:
Providing Grant support (administrative)
Maintaining MI reports, follow-up on discrepancies, keep track of expenses
Maintaining research accounts
Conducting literature searches and managing research library
Tracking academic away time according to policy
Maintaining reference and citation databases
Providing assistance with research projects
Supporting the collection and monitoring of process indicators
Qualifications needed:
5-7 years senior administrative experience
Bachelor’s degree
Expert knowledge in MS applications (Word, Excel, PowerPoint)
(Assets to have MS Visio and Project or similar software)
Experience with Adobe professional
Excellent communication skills (written and oral)
Experience effectively and accurately capturing meeting meetings, identifying action items and communicating next steps
Experience using shared online library, similar to iShare
Demonstrated interest in global child health, international development or capacity building
Culturally sensitive and adaptable to various working styles
Medical terminology, specifically in the area of haematology/oncology is considered an asset
Our Commitment to Diversity:
SickKids is strongly committed to diversity within its community and welcomes applications from visible minority group members, women, Aboriginal persons, persons with disabilities, members of sexual minority groups and others who may contribute to diversity within our organization.
SickKids is also committed to providing services in both official languages and our preference is to hire employees who are fluent in both English and French whenever possible.
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.
How to apply
Technical Assistance:
If you are experiencing technical issues please forward your resume to hr.direct@sickkids.ca along with the Job Opening ID # for the position that you are applying for and our technical support team will submit an application on your behalf.
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