Administrative Assistant

Full Time in Admin Email Job
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Job Detail

  • Experience Less Than 1 Year
  • Company SickKids

Job Description

We are currently looking for an Administrative Assistant to join the Division of Paediatric Medicine, Complex Care Program, to provide administrative support for two to three physicians, coordinate all aspects related to their administrative, education, education, research, and financial. In addition, you will be a vital administrative support to our Complex Care Program. We are looking for an energetic individual who is detail-oriented, is able to multitask, is flexible and a team player.

Here’s What You’ll Get To Do

Administration:
Provide general administrative support to 2-3 full time physicians
Maintain physicians’ calendar, providing strategic calendar management
Schedule and coordinate meetings and rounds, prioritize requests and arrange conference rooms, catering, and audio visual
Coordinate travel arrangements including air travel, accommodations, ground transportation, conference registration fees, travel itineraries, and processes travel expense reimbursements
Prepare reports, documents, letters, some of which may be confidential in nature
Record and transcribe meeting minutes
Review and distribute mail, lab results, correspondence
Handle incoming inquiries and respond appropriately
Work individually and in collaboration with our team on projects
Support physicians with the reappointment process

Clinical:
Assist with clinical activities as required, that may include:
Organize and coordinate on-call schedules and update systems as required
work with clinic coordinators around clinic bookings for physicians, satellite clinic patient lists, etc.

Academic:
Update and maintain physicians’ Curriculum Vitae (CV)
Prepare and maintain teaching dossiers
Prepare documents and provide support to physician during annual and triennial review process, and academic promotion
Assist in organization, planning, and implementation of conferences, symposiums, and events

Research:
Maintain Common CV
Provide administrative support for scientific reviews
Assist in grant submission and understand the various granting agencies
Track renewals of grants and Research Ethics Board (REB) renewals
Conduct literature searches and pull articles as required and maintain reference and citation database (i.e. PubMed, EndNote)
Provide assistance in the preparation of publications, manuscripts, and abstracts
Assist with journal articles, poster presentations and abstracts
Support human resources processes and onboarding of research students and lab personnel
Maintain/reconcile multiple research accounts

Financial:
Oversee the management of multiple project and department finance accounts, ensuring compliance with the Hospital’s finance and procurement policies finance accounts
Reconcile corporate credit card statements, process reimbursements, deposits, transfers and invoice payments
Analyze financial reports, action discrepancies, reconcile reports ensuring budgets are balanced monthly and within fiscal period

Complex Care Program

Clinical/Academic Rounds: managing schedule, coordinating presenters, recording attendance, collecting evaluations via RedCap and forwarding results to presenters
Scheduling various rounds and business meetings
Coordinating biannual Complex Care Satellite Clinic meetings
Process visitors for the Complex Care program
Coordinate and schedule resident and fellow placements at internal and external sites

Here’s What You’ll Need

Post-secondary degree/diploma in business or office administration
3 or more years of administrative experience, preferably in the health care industry
Experience providing administrative support to Academic Clinicians and Research Scientists is an strong asset
Expert knowledge and proficiency in all Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
Experience using Adobe Professional and Endnote
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

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