Administrative Assistant- Department of Diagnostic and Interventional Radiology

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 Diagnostic and Interventional Radiology at the Hospital for Sick Children;s mission is to be a global leader in the provision of exceptional imaging care for children. Reporting to the Senior Manager, Operations, the Administrative Assistant will provide high level administrative support to Radiologists, trainees, and operational staff in the Department of Diagnostic and Interventional Radiology.

This position will be responsible for managing all aspects of the clinical, education, and research portfolio.

Here’s What You’ll Love

• Working in a brand new, modern office space with natural light, a view of the Toronto skyline, and many amenities including a wellness centre and personal wellness rooms.
• A focus on employee wellness with our new Staff Health and Well-being Strategy. Self-care helps us support others.
• Opportunities for professional development and training through the Staff Continuing Professional Development Fund.
• 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’ll be making a difference at SickKids and contributing to our vision of Healthier Children. A Better World.

Here’s What You’ll Get to Do

Administrative:

• 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 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)

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 as, in a team environment
• A commitment to understanding and aiding in the pursuit of equity, diversity & inclusion

Employment Type: 2 position available:

• Full time, permanent,
• Full-time 12-month contract

The children and families we care for are from a variety of communities, and so are our employees. We welcome and encourage everyone to join our organization and be part of our team.

When requested, SickKids will provide access and inclusion supports to eligible candidates to support their full engagement during the interview and assessment process. Information received related to access or inclusion will be addressed confidentially.

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.

FOR EXTERNAL APPLICANTS ONLY:As a health care institution, our highest priority is the safety of patients, families and staff. As a result, we are adopting all prevention measures to ensure the safety of our patients, families and our staff. Therefore, any offer of employment is conditional upon you submitting proof that you have been fully vaccinated with a Health Canada or World Health Organization (WHO) approved COVID-19 vaccination as soon as possible and no later than fourteen (14) calendar days prior to the effective start date, in addition to satisfying any other condition(s) that may be set out in an offer. If a candidate fails to satisfy this condition (or any other condition(s) set out in an offer), any offer of employment shall be immediately rescinded.

How to Apply

Tip:Combine your cover letter and resume into ONEdocument of 20 pages or less as you cannot upload multiple documents as part of your application.

If you are still experiencing technical difficulties please email ask.hr@sickkids.ca to send us a short description of the issues you are experiencing. Please note that we will not accept resumes sent to this inboxbut we are happy to respond to requests for technical assistance.