Administrative Assistant, Medical & Academic Affairs

Dedicated exclusively to children and their families, The Hospital for Sick Children (Sick Kids) 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.

Sick Kids 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 Sick Kids, 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 Medical and Academic Affairs at the Hospital for Sick Children is dedicated to supporting our Medical and Dental staff, Clinical Fellows, and Residents. The department also provides strategic, financial, and administrative support to the physician and scientific leadership and faculty in the departments of Diagnostic & Interventional Radiology (DIR), Paediatric Laboratory Medicine (DPLM), and Psychiatry.

We are currently seeking a highly organized and proactive Administrative Assistant within the Department of Diagnostic & Interventional Radiology. In this role, you will report to the Manager, Academic & Business Affairs and provide high-level administrative support to radiologists, trainees, and operational staff. You will be responsible for managing all aspects of DIR's clinical, educational, and research portfolios.

• 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 curriculum vitaes (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/Share Point
• 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

• 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)

Support completion, submission, and administration of grants,…