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SickKids Administrative Co-Ordinator - Research IT in Toronto, Ontario
Administrative Co-Ordinator - Research IT
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Job ID
21986
Location
Toronto, Ontario
FTE
1.00
Hours of Work
35.00
Dept/Program Name
Research Information Technolog
Contract Length
12 - 18 months
Date Posted
2025-02-06
Deadline to Apply
2025-02-21
Target Openings
1
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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
Are you looking for a challenging and rewarding secondment position where you can utilize your organizational, communication, and time-management skills? Do you want to be part of a dedicated IT team advancing research computing services for world-renowned scientists? This is a great chance to gain operational experience and be closer to the action in Research IT.
Reporting to the Business Manager, Research IT, the Administrative Coordinator will join a collaborative team supporting the Research IT Management Team and their staff across various administrative processes. You will have the opportunity to build relationships with other Research Operations Administrative staff to support the scheduling of committees that govern our initiatives. You will be responsible for initiating and tracking many of our monthly and annual financial processes, ensuring our busy, ambitious department performs at its best.
This secondment offers numerous benefits, including the opportunity to develop new skills and enhance existing ones, such as project management and communication. It provides a broader understanding of the organization by exposing you to different departments, which is valuable for career growth. Additionally, it allows you to build relationships and expand your professional network, increasing your visibility within the company. Demonstrating your adaptability and success in various roles can strengthen your candidacy for future promotions. Moreover, the experience can boost your confidence and offer a fresh perspective on your career and professional goals, contributing to both personal and professional development.
Research IT focuses on providing research computing resources to SickKids scientists and their labs, located in the Research Institute at the Peter Gilgan Centre for Research Learning, 686 Bay Street, Toronto. We support over 600 scientists, their associated labs and facilities, and the Research Operations portfolio by providing services such as Desktop Support, Application Development, Project Management and Application Support, System Infrastructure (hosting and systems administration), and High Performance Computing. We work closely with our partners in the Corporate IT department to ensure alignment of our services. We pride
Here's What You Will Get To Do:
IT administration
Under general direction from the Research IT Management team, coordinate preventative and restorative maintenance/repair schedules, including annual cleaning for PGCRL Data Centres.
Maintain up-to-date email distribution lists for Research IT communications.
Ensure asset management databases are updated.
Proactively track on IT contract and license renewals and support the appropriate RIT Manager in ensuring our infrastructure is appropriately licensed with warranty support.
Financial Administration
Prepare and track invoices for payment, expense transfers; Monitor and track budget expenses, and reporting.
Process and monitor multiple cost centre expenses.
Responsible for financial tasks such as monthly and annual billings for Research IT services.
Working closely with the Business Manager, and the Research IT Management team, analyze monthly financial reports and identify discrepancies, liaising with appropriate personnel to follow-up.
Generate purchase orders, reconcile credit card expenses and work through procurement processes.
Handle incoming inquiries from clients; prepare reports and spreadsheets as required.
General Administration
Timekeeping for all staff in Research IT Department.
Departmental calendar management (on-site/off-site, training, PTO).
Support Research IT Management team in recruitment actives such as scheduling interviews and assisting with onboarding/offboarding processes.
Procure office supplies, equipment and ensure supplies are accessible to departmental personnel.
Record and distribute minutes for bi-monthly Research IT Governance Committee and Departmental meetings. Assist with preparation of agendas and presentation materials as required.
Arrange virtual or physical meetings rooms, refreshments, audiovisual and equipment services for Research IT meetings and events.
Coordinate annual staff recognition and other team building events.
Identify process improvement opportunities and make recommendations for procedural and work-flow efficiencies. Coordinate these initiatives for the department, from draft to implementation/completion.
Schedule and confirm appointments for Director, Research IT, and Research IT Managers, using judgement to reschedule or book appointments according to changing priorities.
Maintaining up-to-date content on the Research IT central repository and intranet site.
Other
Provide rotational front desk reception coverage for Research Operations
Here's What You'll Need:
Essential Requirements
Business or administrative degree/post-diploma program or job-related experience.
Minimum of 5 years of administrative experience either in a hospital, university, or office setting.
Financial Management experienceissuing invoices, cross-charges, and monthly reconciliation.
Experience with recording and transcribing of minutes.
Proficient with the Microsoft 365 Office suite of applications (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
Team player with strong interpersonal skills including judgement, tack and diplomacy and the ability to interact with people across the Research Community (faculty, trainees, staff) and Hospital.
Self-motivated, proactive with ability to handle a fast-paced work environment with many interruptions and competing priorities.
Exceptional organization skills and ability to manage activities both for yourself and for others effectively.
Excellent attention to detail, problem solving, project coordination skills, process improvement identification, with the ability to work well independently and in a collaborative team environment.
Demonstrated strong communication skills (oral, written) necessary for one on one, small group and larger group contexts. Active listening skills supporting effective engagement at all levels of the organization
Demonstrate commitment and actions in advancing equity, diversity and inclusion objectives
Assets
Proficiency with SAP Finance & Adaptive Financial software
Familiarity with Broader Public Sector procurement policies
Employment Type:
35 hours/week
1.00 FTE 12-18 month contract (modified benefits)
hybrid
Working in Research IT is challenging and rewarding. You have access to a diverse IT environment that spans across a broad range of platforms, products, and services. We offer an environment to learn and grow your career with supportive colleagues within an organization that respects work-life balance. Our department offers a flexible hybrid work from home schedule and aims to maximize onsite presence for collaborative work.
#LI-DNI
Our Commitment to Diversity
The children and families we care for are from a variety of communities, and so are our employees. We welcome and encourage everyone to join our organization and be part of our team.
When requested, SickKids will provide access and inclusion supports to eligible candidates to support their full engagement during the interview and assessment process. Information received related to access or inclusion will be addressed confidentially.
Thank you for your interest in joining SickKids. Only those applicants selected for an interview will be contacted. In accordance with our Hospital policy, employment at SickKids is conditional upon the Hospital¿s receipt of all necessary documentation.
How to Apply
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.
If you are still experiencing technical difficulties please email ask.hr@sickkids.ca to send us a short description of the issues you are experiencing. Please note that we will not accept resumes sent to this inbox but we are happy to respond to requests for technical assistance.