Administrative Coordinator, Research Jobs

This position provides administrative coordinator and support to the Director of Research Administration. This role provides administrative support in all areas of Research Administration functions, onboarding and payroll processes. The position requires a high level of independence and professionalism, along with a thorough understanding of the HHS organization, the HHS Research Enterprise and the function, policies and procedures related to Research at HHS.

Roles and responsibilities include, but are not limited to, the following:

• Recognizes the complexity research administration and research activities and applies mature understanding in correspondence with internal and external stakeholders
• Coordination of bookings for Auditorium/Atrium and meeting rooms, daily requests from outside sources, AV, ICT, Catering coordination. Working with FMO closely on set-up
• Engage in ongoing communication and coordinate regular meetings with key stakeholders within Research Administration and outside of Research Administration
• Provides administrative support to the Director and Vice-President of Research where required - coordination of calendar, daily e-mails, meetings, day-to-day reporting
• Special assignments as requested, meetings, retreats, offsite meetings, special projects, internal grants applications, awards programs, institute review panels, etc.
• Provides administrative support for Research teams as required
• Submits HHS Work Orders in Meditech as requested by employees at the David Braley Research Institute
• Responsible for office supply purchasing
• Lead for confidential projects, managed and coordinated as needed for the Director of Research Administration and Vice-President Research
• The Coordinator will represent Research Administration as the main contact, provide information and direct the inquiries to the proper channel
• Act as a liaison between the Research Administration department and various stakeholders with regards to facility operations for research space across all HHS sites
• Develop reports on research and research administration activity – work with different departments to gather and analyze data and create reports in adherence to particular formats
• Enters Time & Labour for Research Coordinators and Staff as required
• Coordinator of meetings, (on and off site) which involves arranging accommodations and other logical arrangements for national and international invited speakers and attendees.
• Drafts and/or transcribes correspondence to senior individuals (faculty, fellows, government agencies, industry) locally, nationally and internationally
• Act as the primary contact for all Research Admin internal support departments and external stakeholders
• Manage day-to-day project deliverables, notes, agendas, prompts to others, independent follow-ups, etc.
• Answers all queries to Director’s office and responds to all enquiries, independently triages requests
• Prepare presentations for external and/or internal meetings
• Internal and External event scheduling i.e. research location, availability, hotels, cost estimates;
• Promotes HHS Research and Research Administration to the wider community in a structured and creative manner
• Develops content for the website and ensures information posted is currents, reviews regularly, updates when necessary
• Schedules, records, and transcribes confidential research meeting minutes and follows up with meeting attendees
• Processes Time Entry Adjustments as needed for Manager approval, as required
• Provide coordination and direction in the development of for multiple research administration strategic projects
• Set agendas, follows up on agenda items, tracks deliverables, independently follows up
• Administers onboarding and off boarding of staff (updating Research Administration database, setting up new resource/exit requests e.g. ICT/telecommunications, security access)
• Develops SOPs related to Research Administration processes, including data archiving, administrative responsibilities of administrators, administrative responsibilities of investigators, research staff, etc.
• Design databases to track research activity, locations, investigators, staff, and pull reports ensuring quality control and accuracy
• Responds to all inquiries about HHS Research
• Addresses sensitive matters with high level of professionalism, tact and wisdom
• Coordinates and schedules all offsite meetings, conferences, conference calls, and appointments; develops slides for presentations at meetings – some graphic design
• Scheduling internal and external requests for events/meetings held at the DBCVSRI. Liaises with CVSRI Facilities Management staff on function set up, etc.
• Develop and monitor and report on project timelines

Qualifications

• Demonstrated ability to develop systems that create efficient work flow;
• Demonstrated proficient computer skills in word processing, spreadsheets and database systems i.e. Access, Excel, PowerPoint, Word;
• Demonstrated ability to meet project and task deadlines, excellent organizational skills;
• Demonstrated interest in new learning.
• Demonstrated ability to work effectively in a team environment
• Demonstrated ability to appreciate confidential nature of position;
• Demonstrated excellence in effective communication and interpersonal skills within a professional environment;
• Effective problem-solving abilities;
• Ability to work on own initiative, organize and establish priorities;
• Undergraduate degree in Business Administration or Life Sciences program or equivalent;

Assets

Previous Executive Assistant experience (5 years)

Previous Medical Secretary experience (2 years)

As a condition of employment, you are required to submit proof of full COVID-19 vaccination to Employee Health Services.

Job

Administrative/Service

Primary Location

Ontario-Hamilton

This position will be located at

David Braley Research Bldg

Organization

Research

Status

Regular

Hours per week

37.5

Number of Openings

1

Union Code

Non Union Employees

Minimum Salary

28.3900

Maximum Salary

36.4000

Post Date

Jun 20, 2023, 10:58:52 AM

Ongoing

Unit Summary

Research initiatives at Hamilton Health Sciences are committed to advancing excellence in health care through research and education to benefit the people and communities we serve. The Research Administration office reports to Senior Management and is responsible for research administration encompassing Research Finance, Research Development and Relations, Research Contracts, and the Hamilton Integrated Research Ethics Board. These areas support over 500 researchers and personnel staff, from clinical trials to basic science. Research Administration works in affiliation with McMaster University and St. Joseph’s Healthcare Hamilton.

Schedule Work Hours

Regular full-time hours (37.5 hours/week).

Guidelines

Hamilton Health Sciences fosters a culture of patient and staff safety, whereby all employees are guided by our Mission, Vision, Values, and Values Based Code of Conduct. Hamilton Health Sciences is a teaching hospital and all staff and physicians are expected to support students and other learners.

To be considered for this opportunity applicants must apply during the posting period. All internal and external applicants may ONLY apply via the Careers website.

Hamilton Health Sciences is an equal opportunity employer and we will accommodate any needs under the Canadian Charter of Rights and Freedom, Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. Hiring processes will be modified to remove barriers to accommodate those with disabilities, if requested. Should any applicant require accommodation through the application processes, please contact HR Operations at 905-521-2100, Ext. 46947for assistance. If the applicant requires a specific accommodation because of a disability during an interview, the applicant will need to advise the hiring manager when scheduling the interview and the appropriate accommodations can be made.

This competition is open to all qualified applicants, however, qualified internal applicants will be considered first. Past performance will be considered as part of the selection process. If you are a previous employee of Hamilton Health Sciences, please note: the circumstances around an employee's exit will be considered prior to an offer of employment

Proficiency in both Official Languages, French and English, is considered an asset

If this position is temporary, selection for this position will be as per the outlined Collective Agreements:

Article 30 (k), CUPE Collective Agreement

Article 10.7 (d), ONA Collective Agreement

Article 13.01 (b) (ii), OPSEU 273 Collective Agreement

Article 14.04, OPSEU 209 Collective Agreement

Article 2.07 and Article 13, PIPSC RT Collective Agreement