Executive Assistant - Research Institute

Across our three hospitals and eight satellite sites, Scarborough Health Network (SHN) is shaping the future of care. Our many programs and services are designed around the needs of one of Canada’s most vibrant and diverse communities. We are home to North America’s largest nephrology program, as well as the designated cardiac care and spine centre for Scarborough and surrounding communities to the east. We are proud to be a community-affiliated teaching site for the University of Toronto and partner with a number of other universities and colleges, helping to train the next generation of health care professionals. SHN is the recipient of the Excellence in Diversity and Inclusion Award, from the Canadian College of Health Leaders, for our work led by the Organizational Development and Diversity Department on our Leading edge Communities of Inclusion, Inclusion Calendar and our innovative Health Equity Certificate programs. We are also proud to be named Canada’s Most Admired Corporate Cultures for 2023! Learn more at shn.ca

Job Description:

Vision:

Better health through research that matters to our community.

Mission:

To partner with our diverse communities to generate and apply new knowledge and innovative solutions that make healthcare more equitable, accessible and relevant.

The successful candidate will report to the SHNRI Manager and support SHN researchers through (i) administrative support including file management, payroll, onboarding and general office tasks and (ii) management of funding/financial grant portfolios, including acting as the main point of contact for post-funding/grant/award operations and will perform key functions including financial reporting, compliance and expense analysis, budgeting, forecasting, and financial planning.

Position Overview:
The Executive Assistant (EA) is a strong, independent resource; an integral team member who is proactive, flexible as well as competent in determining priorities, exercising excellent judgement, and discretion with confidential information in this challenging position which supports and promotes positive internal and external relationships. The EA provides high level confidential administrative support services for their executive team reports, including: managing and coordinating the flow of information between internal and external partners. This role goes beyond typical administrative duties, requiring a deep understanding of research processes, grant applications and workings of a research institute.

Key Responsibilities

• Organize and maintain a timely workflow of information, including highly confidential/sensitive material.

• Proactively anticipate the executives’ communication needs and draft internal and/or external memos, letters, documents and reports for approval; utilizing a high degree of professionalism, sensitivity, and compliance with Hospital policies.

• Orchestrate the smooth flow of daily activities including coordinating meeting materials, reports, presentations, handouts for internal and external meetings to allow the executive to achieve organizational goals.

• Identify, analyze and recommend process changes to streamline and improve administrative workflow using LEAN methodology.

• Coordinate and manage all details related to the executives travel including providing accurate travel document packages; expense report preparation for payment in a timely way and reconciliation of monthly expenses to receipts and invoices.

• Provide administrative support and coordination to the executives’ portfolio as required. In this position the EA may be required to work outside normal day-time hours and will be required to work cross sites.

• Demonstrated alignment with the vision, mission, and values of SHN RI.

• Support multiple committees, including board subcommittees, and including acting as recording secretary, logistics, working with committee chair in preparation of meeting materials, initiating development of agendas, presentation materials, meeting notes and minutes as required.

• Maintain detailed records of ongoing research activities, including project timelines, milestones, and deliverables.

• Payroll support.

• Identify funding opportunities and assist in the preparation and submission of grant applications, contracts, including budget preparation and justification.

• Monitor grant application deadlines and ensure timely submission of all required documents.

• Coordinate with finance and administrative departments to ensure proper grant management and financial oversight.

• Track the status of submitted grants, maintain records of funding received, and manage post-award processes, including reporting and compliance.

• Assist in the development and implementation of research strategies, initiatives, and project plans

• Provides support to the Executives’ direct reports and other members of the team. Coordinates various projects specific to the Executives portfolio.

• Support research managers and coordinators in organizing and maintaining project documentation and compliance records

• Monitor and communicate research project status with project coordinators, ensuring adherence to objectives, budgets, and timelines.

• Assist in the development and maintenance of common templates and resources for research protocols, informed consent forms, and other essential documents

Qualifications

Education: Undergraduate degree in Business, Finance, Commerce, Management, Accounting, Applied Statistics, or a related field.

Experience:
2-3 years of experience in an academic or hospital research setting preferred.
Minimum 3-4 years of familiarity with research processes, grant applications, and compliance.

Skills:

• Proficiency in Microsoft Office Suite.

• Strong project management, organizational, and time-management abilities.

• Excellent communication skills, with an ability to draft complex reports and documents.

• Knowledge of research ethics, grant application processes, and research methodologies.

• Ability to manage multiple priorities and work independently.

• Familiarity with Lean methodology or process improvement is an asset.

Working Conditions

• Office environment with regular site travel; exposure to typical hospital setting elements.

• Periods of intense concentration and adherence to project deadlines.

• Occasional work outside standard business hours may be required.

Accommodation and Diversity Statement:
Scarborough Health Network (SHN) embraces and celebrates our community’s unique multicultural heritage and diversity. SHN is an equal opportunity employer, dedicated to a culture of inclusiveness and diversity reflecting our diverse patients, staff and community alike.
We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, nation of origin, genetics, disability, age, veteran status, marital or family status, belief system, or other factors related to one’s personal identity and/or values.
We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

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