Admin Assistant

Job Id: 1504940
Location: Toronto, ON

Reporting to the Paediatric Business Operations Manager, the Administrative Assistant will provide high level administrative support to 2-3 academic clinicians / scientists in the areas of administration, academic, clinical, research and financial. This position is in the Division of Haematology / Oncology, The Department of Paediatrics.

Here’s What You’ll Get to Do

  • Scheduling and coordinating multiple physician calendars and meetings which involve a high level of coordination and organization
  • Preparing and organizing committee meetings and rounds
  • Recording & transcribing minutes and independently preparing correspondence including letters, reports, spreadsheets and presentations
  • Transcribing a variety of documents including manuscripts and reports
  • Coordinating and organizing teleconferences and video conferences
  • Coordinating air travel, accommodations, ground transportation, conference registration fees, travel itineraries and reconciling financial entries
  • Maintaining files, correspondence, databases, assisting in developing and creating posters, power point presentations
  • Leading and coordinating multiple projects from draft to implementation
  • Assisting with clinical activities as required
  • Handling incoming inquiries and responding appropriately
  • Reviewing and distributing mail, lab results and correspondence
  • Providing full grant support to multiple research appointed physicians
  • Understanding of various granting agencies, assisting in grant submissions so that applications comply with grant requirements
  • Assisting with research staffing needs: i.e., time keeping, payroll, onboarding of research staff and students
  • Preparing and updating physicians’ CV, CCV, prepare biosketches
  • Conducting literature searches, pulling articles and maintaining reference/citation databases (i.e. EndNote)
  • Tracking of Renewals / REB applications
  • Maintaining multiple research accounts, overseeing the processing of lab supplies and verifying expenditures
  • Assisting in the physician annual review and reappointment process, triennial reviews, academic promotions and the departmental annual report
  • Assisting in the organization, planning and implementation of conferences, symposiums and events
  • Preparing budgets, processing expense and corporate credit card entries, reconciling monthly financial accounts, maintaining physician memberships and processing financial invoices / payments
  • Overseeing the management of multiple project ID’s / cost centres accounts ensuring compliance with the hospitals’ finance and procurement policies
  • Training and mentoring peers and acting as a primary resource for other members in the team

Here’s What You’ll Need

  • Post-secondary education in business, office administration or related field
  • Minimum five (2-3) years of senior administrative experience preferably in a health care setting
  • Ability to work in a fast paced work environment with many interruptions and multiple priorities
  • Demonstrated excellence in organizing and prioritizing workflow
  • Attentive, thorough and meticulous
  • Exceptional communication (oral & written) and interpersonal skills
  • Superior problem solving skills and proven ability to manage deadlines in a fast-paced environment
  • High level of judgment, tact and diplomacy in interacting with a wide variety of internal and external stakeholders
  • Ability to work independently and participate as a collaborative team member
  • Exceptional critical thinking skills with the ability to exercise discretion and confidentiality
  • Self-motivation and the ability to take initiative
  • Demonstrated knowledge and good understanding of grants and various granting agencies considered an asset
  • Expert knowledge and proficiency in all Microsoft office applications (Outlook, Word, Excel, PowerPoint, Outlook, Ishare, Office 365)
  • Experience using Adobe Professional and EndNote would be an asset

Employment Type

This is a full-time position | 35 hours per week

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