Full-Time Admin Assistant
Job Description
We are looking for a Administrative Assistant to join our team! Are you a dynamic individual who is eager to learn or expand on current skill sets within research administration? Do you want to work for a leading healthcare research organization that is dedicated to conducting research to improve the lives of children around the world? If this sounds like you, then we have an opportunity for you!
As an integral member of the Program in Neurosciences & Mental Health, the Administrative Assistant will provide operational and administrative support to the program and a portfolio of research teams.
Here’s What You’ll Get to Do:
Research Activities
- Assist with preparation, completion and submission of research grant applications, including operating, studentship and postdoctoral fellowship applications adhering to agency and university policies, procedures and deadlines (preparation includes researching and gathering information and preparation of curriculum vitae, Common CV, significant contributions, etc.)
- Update research CVs (e.g., CIHR CCV), assist with research team meetings, conference abstracts and editing and formatting manuscripts for publication.
- Maintain curriculum vitae information in a database program for tracking of publication records and research grant information to be used for reporting to various agencies
- Assist with Research Contracts submissions
Finance
- Process expense reimbursements and liaise with appropriate personnel to follow-up on financial matters.
- Analyze monthly financial reports and follow up on discrepancies.
- Process and monitor cost centre expenses and other services.
- Process payments, credit card expenses and all other financial responsibilities
Human Resources
- Support Human Resource functions as it relates to recruitment, performance and attendance management, and terminations
- Coordinate payroll information for hiring of trainees adhering to university human resources and payroll deadlines
- Facilitate the orientation and onboarding of new staff and trainees
- Submitting and approving Express Net Timekeeping
Meetings & Travel
- Coordinate travel arrangements for Faculty and staff
- Organize and/or provide support for meetings, events and conferences arranging travel and accommodations, and preparing itineraries.
- Manage processing of travel reimbursements and related expenses
- Prepare and distribute agendas, reports, presentation material and minutes for meetings, perform follow-up and/or implementation of items resulting from minutes
Calendar Management
- Schedule and confirm appointments for Scientist(s) using judgment to reschedule or book appointments according to changing priorities
Program Related Operations Support
- Assist in program related activities
- Assist with the preparation of program documents, flyers and sharepoint sites
Here’s What You’ll Need:
- Post-secondary degree/diploma is required.
- Expert knowledge and proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
- Ability to trouble-shoot and learn new computer and/or web-based programs
- Ability to work in a fast paced environment with multiple priorities, both independently and as a team member
- Excellent oral and written communication and organizational skills.
- Excellent attention to detail and proven ability to meet deadlines
Desired Skills/Experience:
- Administrative experience in a hospital or university setting
- Experience with Common CV
Employment Type: Full-time Temporary 7 Month Contract with possibility of extension
How to Apply
To apply, please visit The Hospital for Sick Children's (SickKids) website: https://career.sickkids.ca:8001/psc/CRPRD/CAREER/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=18562&PostingSeq=191 total views, 0 today