Administrative Assistant, Office of Research Services
Required Position
Full-Time Appointment
Responsibilities
This position provides comprehensive administrative support to the Office of Research Services (ORS), including the Director, Research and Innovation. The position also provides administrative support to the Research Ethics Board, the Animal Care Committee and may support other research committees under the leadership of the Vice-President, Research, including the Research, Development and Creativity Council. The incumbent also provides general support to ORS staff as required and assists the Director, Research and Innovation in matters of scheduling, budgeting, communication and other activities. The successful candidate will assist in the efficiency and effectiveness of the Office of Research Services through the coordination of meetings, events, and communications both within the department and with other offices such as IT and Finance.
- Provide administrative support to the Office of Research Services;
- Oversee the general email account of the ORS, responding to messages and triaging to appropriate staff in the ORS as required;
- Prepare and distribute the weekly ORS newsletter;
- Provide administrative support to the Research Ethics Board (REB) including assisting with the drafting of the annual report of the REB;
- Provide administrative and secretarial support to the Animal Care Committee (ACC), serving as the ACC coordinator for all activities including the receipt of new animal use protocols, amendments and renewals; coordinating submission to the ACC for review and summary of committee members’ comments on protocols following review; coordination of all ACC meetings; assisting with preparing the annual report of the ACC; coordination of facility inspections on an ad hoc basis;
- Provide administrative and organizational support for events led by the ORS and the Office of the Vice-President Research (VPR) as required including support for research funding announcements, workshops, and research week events;
- Coordinate all ACC and REB meetings including drafting of the agendas for approval by the respective Chairs; sending out approved agendas to committee members via email in addition to meeting invitations, Zoom links, minutes of previous minutes, and any required documentation; take minutes during the meetings and sends to the Chairs for approval in a timely manner;
- Maintain a record of all ACC and REB members, including date of appointment, renewal, and terms served;
- Monitor the ethics email account and flag items that require the attention of the REB Chair
- Draft ethics certificates for the REB Chair to review and approve;
- Use ROMEO (research project management database) to assist with the management of files including submitted ethics applications and animal use protocols as appropriate;
- Maintain a record of policies under the authority of the Vice-President, Research, including expiry dates, and flag for renewal in a timely manner;
- Be responsible for a purchase card to support ORS purchases (checking for correctness, accuracy, safekeeping, confidentiality and security in compliance with the University's policies and regulations);
- Be responsible for office equipment and paper and electronic filing systems;
- Assist in the collection of data and information required for Senate Approved Research Centre annual reports;
- Assist in the collection of data and information, and draft documents required for reports generated by the ORS;
- Work with a variety of software programs, including but not limited to, Microsoft Office (extensively Excel and Word), Adobe Acrobat, Gmail and Google Suite, Zoom etc.;
- Assist with organizing meetings involving the Director of Research and Innovation and making reservations for various projects involving staff in the ORS;
- Record and prepare minutes of committee meetings for electronic distribution;
- Maintain, or committed to creating, an equitable diverse and inclusive working environment; and
- Perform other duties as assigned.
Qualifications
- Two-year post-secondary study in office administration, or related field. Bachelor’s degree preferred;
- One to three years of related administrative experience which includes supporting committees (agenda setting, minute taking, supporting event planning);
- Exceptional communication and interpersonal skills;
- Demonstrated high attention to detail;
- Proven ability to prioritize and multitask to meet deadlines;
- Solid analytical and problem-solving skills;
- Organizational and time-management skills;
- Ability to work under pressure in a high volume; and
- Ability to work fluently (verbal and written) in both official languages, French and English, is required.
The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.
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Applications will only be accepted through our online form.