Research Administrative Coordinator Jobs

Data. Discovery. Better Health.

ICES is a world-leading health research and analytics institute. With a wealth of data and analytic expertise, we create trusted evidence that has changed health policy and practice and helps ensure better health for all.

Ready to discover more with us? Join our outstanding, collaborative team where your skills, knowledge and curiosity are valued and can change the future of health care.

At ICES, we recognize what matters most to our employees. Some of the great benefits of working at ICES include:

• Competitive Compensation
• Holiday Closure
• Employee Assistance Program and Dialogue Well Being Program
• Education Fund and Dedicated Education Days
• Generous vacation, float, and caregiver days for all employees
• Comprehensive Benefits Program
• HOOPP Pension Plan (Defined Pension)
• Perkopolis Employee Discount Program
• Flexible remote work arrangements anywhere in Ontario

Introduction:

Reporting to the Director, Data and Analytic Services (DAS), the Research Administrative Coordinator provides administrative support to the department.

Responsibilities of the position include, but may not be limited to:

1. Coordinates / schedules meetings and appointments using MS Outlook, including room bookings, and coordinates catering, as required;
2. Liaises with internal / external stakeholders to book meetings for the DAS department;
3. Assists in the tracking of all meetings with external partners related to DAS and other initiatives;
4. Assists in project initiation activities where appropriate;
5. Prepares materials and slide presentations for conferences/workshops/special projects as required, checks work for quality / accuracy before distributing;
6. Prepares meeting agendas and provides any required background materials, transcribes, and distributes minutes and follows up on action items;
7. Develops and maintains DAS - related documentation;
8. Coordinates and arranges all necessary travel for the director and DAS team as per ICES expense directives and provides an itinerary;
9. Processes reimbursements and prepares expense reports;
10. Conducts basic literature searches and enters reference material and citations into citation management software (e.g., reference manager);
11. Assists in the preparation, editing, formatting and submission of investigative reports, manuscripts (in accordance with journal style), abstracts and teaching materials;
12. Drafts letters, correspondence, and memoranda on behalf of the director and DAS team, as required;
13. Responds to routine email and telephone inquiries, including coordination and preparation of any required mail-outs;
14. Creates and maintains electronic and hardcopy filing systems for tracking and easy retrieval purposes;
15. Provides backup support for other members of the administrative support team when required;
16. Attends and actively participates in monthly Research Administration committee meetings;
17. Performs other duties as appropriate and necessary for the efficient functioning of the Institute’s programs of research.

Knowledge, skills, and abilities required:

• College diploma, Bachelor’s degree preferred, or a combination of post-secondary education and relevant experience;
• Ability to manage competing priorities from multiple stakeholders in a fast-paced, deadline-oriented environment;
• Ability to maintain strict confidence as required when interacting with stakeholders; ability to multi-task and work accurately and effectively under pressure, meets deadlines, and remains composed in high-pressure situations.
• Fully proficient in the use of MS Office Suite (Word, Excel, PowerPoint, and Outlook (expert level)), with superior calendar management and scheduling skills;
• Working knowledge of medical and research terminology would be an asset;
• 4 years’ recent administrative experience, preferably in a research environment;
• Excellent written and oral communication skills with the ability to exercise discretion, tact, and good judgment;
• Exceptional attention to detail, time management and organizational skills;

Security clearance may be required.

Interested candidates should submit their resume and cover letter detailing how their knowledge, skills and abilities match the scope of this position.

We thank all applicants for their interest in working at ICES. Due to the volume of applications received, only applicants being considered for the position will be contacted for further discussions.

ICES is committed to providing accessible employment practices, in compliance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). Applicants are asked to make accommodation requests to ICES and we will make every effort to ensure that accommodation requests are met throughout the recruitment process.