Administrative Co-Ordinator- Department of Diagnostic and Interventional Radiology

About SickKids

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.

Position Description

We are looking for an Administrative Coordinator to join our team! As an integral member of the Department of Diagnostic and Interventional Radiology, the Administrative Coordinator will provide dedicated operational and administrative support to an interprofessional team. If you're passionate about being a part of a high functioning, fast-paced team, focused on clinical operations, then this role is for you!

Here's what you'll get to do:

Supporting the team

• Lead and coordinate all administrative tasks associated with the daily operations for the Department of Diagnostic and Interventional Radiology. This includes, but is not limited to supporting the Clinical Director, Managers, and associated programs within the department.
• Organize & coordinate meeting schedules using judgment to reschedule or book appointments according to changing priorities.
• Proactively prepare and distribute agendas and minutes for meetings. Follow-up and/or implement items resulting from minutes.
• Draft email and letter correspondence as needed.
• Draft departmental communications including departmental newsletters.
• 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.
• Act as a central resource and coordinator of Dosimeters for the department including registration, dose monitoring, distribution, and communication with the vendor and Occupational Health and Safety on all dosimeter matters.
• Support the department and teams in Project Horizon and associated activities involved with construction and relocating.
• Update content on Program/Department websites/SharePoint.
• Liaise with SickKids departments on matters as necessary.
• Generate purchase orders and work through procurement processes.
• Procure office supplies, equipment and furniture and ensure supplies are accessible to departmental personnel.

Human Resources

• Provide Human Resource support on all aspects of staff and volunteer recruitment, contract management, benefit and payroll information, and salary adjustments.
• Support the onboarding of students and MRT trainees.
• Perform Timekeeping duties.

Finance

• Monitor and coordinate financial activities which include but are not limited to account openings and closures, expense reports, investigating variances, reconciliations, journal entries, etc.
• Assist in the preparation of equipment and product procurement processes, including Request for Proposals (RFPs).
• Prepare monthly financial summary reports and provide recommendations as required.
• Participate in budget forecasting and management, year-end financial reporting to funding agencies.

Here's what you'll need:

Essential requirements:

• Business or administrative degree/post-diploma program, or equivalent combination of education and experience
• Minimum three years of relevant senior administrative experience
• Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities and deliver high-quality, accurate work
• Demonstrated judgment, professionalism, tact, and diplomacy when working with a broad range of internal and external stakeholders
• Ability to work independently with initiative, discretion, and sound judgment, while contributing effectively to a team environment
• Strong financial management and accounting experience
• Excellent written and verbal communication skills
• Strong social media and digital communication skills
• Advanced proficiency in Microsoft Office applications, including Excel, PowerPoint, Teams, Word, Access, and Acrobat
• A commitment to understanding and aiding in the pursuit of equity, diversity & inclusion.

Preferred qualifications:

• Project Management Professional (PMP) designation or equivalent is preferred
• Prior experience in an administrative role in an academic and/or health care setting preferred
• Knowledge of budget management
• Experience utilizing data to compile reports and write documentation
• Creative, self-motivated, and ability to demonstrate a high level of initiative

Here's what you'll love

• This position is eligible for employee benefits coverage including but not limited to; health, dental and life insurance. The full benefits package will be discussed at the time of offer.
• This position is eligible to enroll in the Healthcare of Ontario Pension Plan (HOOPP). You can learn more about HOOPP's plan features by reviewing The HOOPP Handbook.
• A focus on employee wellness with our new Staff Health and Well-being Strategy. Self-care helps us support others.
• 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 will be making a difference at SickKids and contributing to our vision of Healthier Children. A Better World.
• For more on why you'll love working at SickKids, visit our careers site.

Employment Type:

• Full-Time Permanent (1.0 FTE)
• This position requires on-site work 5 days a week.

Our Commitment to Diversity

SickKids is committed to championing equity, diversity and inclusion in all that we do, fostering an intentionally inclusive and culturally safe environment that reflects the diversity of the patients, families and communities we serve. Learn more about workplace inclusion.

Accessibility & Accommodation

If you require accommodation during the application process, please reach out to our aSKHR team. SickKids can provide access and inclusion supports to eligible candidates to support their full engagement during the interview and selection process as well as to ensure candidates are able to perform their duties once successfully hired. If you are invited for an interview and require accommodation, please let us know at the time of your invitation to interview. Information received related to access, inclusion or accommodation will be addressed confidentially.

How To Apply

Technical difficulties? Email [email protected] with a short description of the issues you are experiencing. We will not accept resumes sent to this inbox but we are happy to respond to requests for technical assistance.

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

Every application is reviewed by a human recruiter and all hiring decisions are made by people. In some cases, AI-assisted tools are used to help review applications based on job-related qualifications.

All positions posted on the SickKids Hospital's Careers Site represent current vacancies, unless otherwise posted in the job description.