Administrative Assistant (SRI) - Evaluative Clinical Sciences - Regular Full-time 2024-11244

Reporting to: Research Director, Schulich Heart Program

Role Overview: The Administrative Assistant is responsible for comprehensive administrative support to Clinician Scientists and Non-Clinical Research Scientists in the Schulich Heart Program focused on grant management, staff recruitment, CV maintenance, meeting coordination, and general administrative tasks.

Job Responsibilities:

Primary responsibilities will include, but not be limited to, the following:

• Grant Management: Assist in compiling and submitting grant applications, managing financials (e.g., expense claims, cost transfers, tracking expenditures, reconciliation of accounts), and liaising with SRI Finance for grant reports/financial statements, etc..
• CV Maintenance: Maintain and update CVs for research grant applications and departmental reports.
• Staff/Student Recruitment: Facilitate recruitment processes, including submitting job descriptions, handling applications, arranging interviews, and coordinating documentation for hiring and employment changes.
• Meetings and Conference Coordination: Organize research meetings by drafting agendas, preparing materials, taking notes, booking rooms, arranging AV equipment, coordinating catering, and providing other administrative support. Assist in the organization of conferences and educational events.
• Procurement and Lab Support: Oversee the purchasing process, including preparing requisitions, tracking deliveries, processing invoice payments, managing corporate credit card purchases and submission of p-card statements, and maintaining supplies. Assist in managing drug exemption requests and controlled substances approvals from Health Canada.
• Other Administrative Duties: Assisting the research team with
• Human resources administrative tasks (e.g., time sheet entry, onboarding and orientation of research students, staff, and volunteers, arranging office space, requesting keys, etc.).
• Supporting and maintenance needs of office electronic equipment, including telephones, fax, and printers, and liaising with appropriate service departments

Qualifications & Preferred Experience:

• Undergraduate degree in a related discipline or equivalent experience at a senior administrative level preferably in a research environment
• Advanced knowledge of  Microsoft Office (Word, Excel, Outlook, PowerPoint), Adobe, Zoom/Microsoft Teams
• Ability to produce high quality work and to work well under pressure in order to meet deadlines.
• Excellent written and oral communication, office management, and organizational skills.
• Demonstrate excellence in drafting communications, documents and presentations
• Demonstrated ability to assume responsibility without direct supervision; exercises initiative, good judgment, and makes decisions within the scope of assigned authority.
• Ability to work effectively and professionally, both independently and within a team environment.
• Ability to exercise discretion, good judgement and maintain confidentiality.

Qualified applicants are invited to submit their resume, cover letter and contact information of three references, to the attention of Tasneem Dalal at tasneem.dalal@sunnybrook.ca.

We would like to thank all applicants, but only those selected for an interview will be contacted.

Deadline for application: Until the position is filled.

Your interest in this opportunity is appreciated. Only those applicants selected for an interview will be contacted.

In accordance with Canadian Employment and Immigration guidelines, applicants must be eligible to work in Canada. Sunnybrook Research Institute is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation for disability during any stage of the recruitment process, please indicate this in your cover letter.

Sunnybrook Research Institute is strongly committed to inclusion and diversity within its community and welcomes all applicants including but not limited to: visible minorities, all religions and ethnicities, persons with disabilities, LGBTQ persons, and all others who may contribute to the further diversification of ideas.