Administrative Research Coordinator

Company Description

The University Health Network, where above all else the needs of patients come first , encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education.

The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education.

With a long tradition of ground breaking firsts and a purpose of Transforming lives and communities through excellence in care, discovery and learning , the University Health Network (UHN), Canada’s largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers.

UHN is a caring, creative place where amazing people are amazing the world.

Job Description

Union : Non-Union

Site : Toronto Western Hospital

Department : Krembil Research Institute

Reports to : Program Manager

Work Model : On-Site

Grade : N0 : 04

Hours : hours per week

Salary : $ - $ per hour

Shifts : Monday to Friday

Status : Temporary Full Time (1 year)

Closing Date : May 29, 2024

Position Summary

The primary responsibility of the Administrative Research Coordinator is to support the Principal Investigator (PI) and their neuroscience laboratory by ensuring the smooth operation of daily administrative tasks, as well as providing comprehensive project support to align with the PI's short-term and long-term goals.

This involves managing the PI's calendar, facilitating communication with key stakeholders, maintaining accurate documentation and record-keeping, and offering administrative and project assistance to lab team members.

This position is pivotal in streamlining office workflows and enhancing the efficiency of laboratory operations.

Duties

• Full responsibility for managing the PI’s schedule ( lab / research / teaching / stakeholder meeting / dinners / travel / interviews / ceremonies, etc.)
• Coordinating all lab-related meetings for scientific associates and the program manager, distribute background information and agendas, book and set up rooms, take and transcribe minutes, circulate minutes in a timely manner, and follow-up as necessary
• Coordinate travel bookings for PI and staff to conferences
• Facilitate lab social media presence, such as creating and curating posts to X and to website
• Facilitates student hiring
• Coordinating monthly team events
• Coordination and support with performance enhancement meetings between PI / Program Manager and their direct reports
• Coordinate and attend PI-student meetings and track their timelines
• Maintenance of PI CV, CCV, UoT CV etc.
• Responsible for invoicing, procurement, reconciliation
• FCC management via RFS / Business Hub
• Retrieval and response to all enquiries for the lab; this includes in-person, voice mail, hard copy mail, and email messages
• Contribute / participate in the implementation of special projects and office operations that support the strategic directions of the PI’s collaboration with lab staff, students, and collaborators
• Strong interpersonal skills are a highly valued asset, as they contribute positively to team collaboration, client engagement, and fostering an inclusive workplace culture.

We value candidates who are adept at building relationships and creating a supportive and engaging environment for all

• Demonstrates excellent competency in written and verbal communication
• Works well with individuals from different disciplines
• Support all other duties as directed by PI and assigned as part of the role

Qualifications

• Community College Diploma in General or Medical Office or equivalent Administration is required, Bachelor’s degree preferred
• 5 years of senior administrative experience is required
• 1 year of administrative research experience in a hospital setting is preferred
• Excellent computer and email composition skills ( MS 365)
• Experience in managing research financial accounts (RFS, Business Hub)
• Excellent in multitasking
• Excellent verbal and written communication skills
• Excellent organizational and time management skills
• Excellent interpersonal skills
• Ability to produce high-quality work in accordance with Hospital standards
• Ability to work well under pressure
• Knowledge of general office practices, procedures and standards

Additional Information

Why join UHN?

In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks.

It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN.

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP )
• Close access to Transit and UHN shuttle service
• A flexible work environment
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including : travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration.

All applications must be submitted before the posting close date.

UHN uses email to communicate with selected candidates. Please ensure you check your email regularly.

Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application.

All UHN Employees are required to be fully vaccinated with a COVID-19 vaccine series, approved by Health Canada or the World Health Organization, as a condition of hire.

Proof of COVID-19 vaccination will be required. Should you be the successful candidate, you will be required to comply with UHN’s mandatory Vaccination Policy that is in effect.

UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process.

Applicants need to make their requirements known.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.