Administrative Co-Ordinator

About the role

The Hospital for Sick Children (SickKids) is a globally recognized paediatric healthcare centre dedicated to children and their families. The organization combines patient care, research, and education to advance child health, and it emphasizes strong standards, continuous learning, and a supportive workplace.

In this position, you will provide high-level administrative support to 3 to 4 academic clinicians and clinician leaders within the Division of Haematology/Oncology in the Department of Paediatrics. You will coordinate across administrative, academic, clinical, research, finance, and divisional functions while working closely with teams across related divisions to improve efficiency and share best practices.

Key responsibilities

This role involves complex calendar and meeting management, coordination of travel and events, divisional administration, financial tracking, research support, and faculty-related processes.

• Deliver advanced administrative support to multiple clinicians and manage complex calendars, meetings, and schedules.
• Organize meetings in person, virtually, and in hybrid formats, including technical support for teleconferences, video meetings, web sessions, symposiums, invited speakers, and conferences.
• Arrange travel logistics such as flights, accommodation, ground transport, registration, and itineraries for faculty, divisional staff, and external partners.
• Support sectional and divisional rounds, committee meetings, leadership meetings, minutes, and workflow improvements.
• Handle mail distribution, stationery and lab supply ordering, scheduling support, and timely sharing of divisional information.
• Help resolve scheduling conflicts through coordination with stakeholders and appropriate follow-up.
• Contribute to team goals, coordinate projects from draft stage to rollout, and support clinical activities when needed.
• Prepare reports, correspondence, presentations, manuals, handbooks, brochures, newsletters, SOPs, and maintain files, databases, and SharePoint content.
• Support faculty annual reviews, reappointment processes, Ministry of Health reporting, academic promotions, CDCP, and research/divisional reviews.
• Manage financial accounts by tracking salaries, benefits, revenues, and expenses using the myBI system.
• Process journal entries, invoices, payments, P-card statements, renew memberships, and handle financial transactions according to hospital finance and procurement policies.
• Analyze financial information for hospital, research, and Alternate Funding Plan accounts; process foundation entries; and coordinate with grant accountants as needed.
• Maintain and update CVs, dossiers, teaching evaluations, biographies, CCVs, and supporting documentation for awards, funding, publications, and presentations.
• Create posters and presentation materials, perform literature searches, manage citation databases, and track REB renewals and applications.
• Support grant administration and ensure applications meet funding-agency requirements.
• Coordinate onboarding for paid and unpaid research students and volunteers, and handle HR administration such as offer letters, change forms, FTE/salary changes, terminations, and contract renewals.
• Provide timekeeping support and assist research staff with employee-lifecycle matters in collaboration with Human Resources, Occupational Health, and Finance.
• Offer backup support to the administrative team, assist with divisional activities and annual departmental initiatives, and participate in committees and other assigned duties.

Requirements

• A post-secondary degree or diploma in business administration, office administration, or a related field, or a comparable mix of education and experience.
• At least 3 years of administrative experience, ideally in a teaching hospital or academic setting.
• Strong experience managing complex calendars and schedules for managers or senior leaders.
• Advanced working knowledge of videoconferencing and tools such as Microsoft Office, SharePoint, Teams, CoPilot, Zoom, Adobe, Redcap, EndNote, and Canva.
• Excellent written and verbal communication, consultative, and presentation abilities.
• Strong planning, problem-solving, and time-management skills with the ability to handle competing priorities in a fast-paced environment.
• Ability to work both independently and collaboratively while using sound judgment, confidentiality, and discretion.
• High attention to detail, a proactive approach, resourcefulness, and responsible decision-making.
• Creative, self-directed, and analytical with strong evaluative and problem-solving capabilities.
• Professional conduct, diplomacy, tact, and a strong work ethic.
• Comfort working with diverse internal and external stakeholders.
• Experience in a teaching hospital or academic environment is an asset.
• Demonstrated commitment to equity, diversity, and inclusion.

Benefits and workplace experience

• Employee benefits coverage is available, including health, dental, and life insurance; the complete package will be reviewed at offer stage.
• Access to a staff health and well-being strategy that supports employee wellness.
• A workplace culture that values equity, diversity, and inclusion.
• The chance to contribute meaningfully to paediatric healthcare and the organization’s vision of Healthier Children. A Better World.
• Opportunities to collaborate, mentor, and participate in projects across departments.
• Exposure to challenging, innovative work at the intersection of AI and innovation.
• Professional development and learning opportunities through internal and external programs.
• Opportunities to build partnerships inside and outside the hospital.

Employment details

This is a permanent full-time role with 35 hours per week. A hybrid work arrangement is supported.

Additional information

SickKids is committed to creating an inclusive and culturally safe environment that reflects the diversity of the patients, families, and communities it serves. Accommodation is available during the hiring process for eligible candidates, and requests are handled confidentially.

Applicants are asked to combine their cover letter and resume into a single file of 20 pages or fewer because multiple uploads are not allowed. Human recruiters review every application, and hiring decisions are made by people. Some applications may be screened with AI-assisted tools based on job-related qualifications.

Current vacancies are posted on the organization’s careers site unless otherwise stated in the job description. Technical help is available through the HR contact email provided in the posting, but resumes should not be sent there.