Administrative Coordinator

About The Hospital for Sick Children (SickKids)

SickKids, dedicated exclusively to children and their families, is one of the world’s foremost pediatric healthcare centers. Known for innovation in child health, SickKids integrates healthcare, research, and education to improve pediatric health outcomes. The hospital prides itself on the expertise, skills, and dedication of its workforce and fosters an environment promoting continuous learning, support, and high standards of professional practice. Joining SickKids means being part of a community committed to the vision "Healthier Children. A Better World."

Role Overview

As an Administrative Coordinator within the Division of Haematology/Oncology, Department of Pediatrics, you will deliver advanced administrative support to 3-4 academic clinicians across various roles including Academic Clinicians, Clinician Investigators, Clinician Scientists, Clinician Educators, and Clinician Administrators. Reporting to the Senior Manager of Pediatric Business Operations, you will collaborate extensively across divisions such as Haematology/Oncology, Dermatology, Endocrinology, and Neonatology, helping develop best practices and refining operational workflows.

Key Responsibilities

• Provide comprehensive administrative support managing complex faculty calendars, appointments, and meetings.
• Organize and coordinate meetings and events (virtual, in-person, hybrid), including technical support for teleconferences and webinars.
• Arrange all travel logistics including flights, accommodation, transportation, and registrations for faculty and associated personnel.
• Manage sectional and divisional meetings, maintain minutes, and streamline operational processes.
• Handle mail distribution, office supplies procurement, and internal communications across the division.
• Resolve scheduling conflicts by working collaboratively with involved parties.
• Lead and contribute to team objectives and project management from conception through implementation.
• Prepare reports, presentations, manuals, newsletters, and maintain databases and SharePoint content.
• Coordinate annual faculty reviews, reappointments, academic promotions, government reporting, and career development programs.
• Oversee financial activities including monitoring salaries, benefits, revenues, expenses, processing invoices, payments, reconciliations, and compliance with procurement policies.
• Support grant administration activities ensuring compliance with funding agency requirements.
• Manage updates to faculty CVs, dossiers, teaching evaluations, and maintain research documentation like literature searches and ethics board application tracking.
• Handle onboarding and HR-related administrative tasks for research staff and volunteers including contract administration and payroll coordination.
• Provide backup support to the administrative team and participate in divisional and departmental initiatives and committees.

Qualifications and Skills

• Completion of a post-secondary diploma or degree in business, office administration, or equivalent experience.
• Minimum of three years administrative experience, preferably within an academic hospital or similar environment.
• Proven experience managing complex calendars and schedules for senior staff.
• Proficiency with Microsoft Office, SharePoint, Teams, Zoom, CoPilot, Adobe, Redcap, Endnote, Canva, and videoconferencing tools.
• Strong interpersonal skills with the ability to build cohesive professional relationships and adapt to different working styles.
• Excellent verbal and written communication, consultation, and presentation abilities.
• Skilled in organization, multitasking, time management, problem-solving, and handling competing priorities effectively.
• Capacity for independent and collaborative work with discretion, confidentiality, and sound judgment.
• Detail-oriented, proactive, resourceful, and responsible in decision making.
• Creative and self-motivated with advanced analytical and evaluative capabilities.
• Professional demeanor with tact, diplomacy, and a strong work ethic.
• Experience in a teaching hospital setting considered an asset.
• Demonstrated commitment to equity, diversity, and inclusion.

Employee Benefits and Work Environment

• Permanent full-time position with a 35-hour work week.
• Access to comprehensive employee benefits including health, dental, and life insurance.
• Supportive environment promoting staff health and well-being.
• Commitment to equity, diversity, and inclusion in the workplace.
• Opportunity to contribute to impactful pediatric healthcare innovation and work alongside top professionals in the field.
• Availability of professional development and ongoing learning opportunities.
• Encouragement to collaborate and mentor across departments.
• Engagement with challenging and creative projects including AI and innovation initiatives.

Additional Information

SickKids fosters a culture of inclusion and provides accommodations throughout the recruitment process and employment to ensure full engagement and performance by all employees. Applicants needing accommodations during the hiring process are encouraged to inform the recruitment team confidentially. Technical assistance is available for application submissions but resumes sent to support email will not be accepted.

All applications are reviewed personally, decisions are human-led with optional AI tools supporting qualification assessments. Positions listed represent current vacancies.