Administrative Assistant - Molecular Biology

Job Description

Advanced diagnostics provides laboratory support for the delivery of precision cancer care at the William Osler Health System. The successful candidate will join a team including 1 molecular pathologist, 1 laboratory manager, 7 laboratory technologists, 4 laboratory assists, 2 genomic analysts, and temporary research students. This is an opportunity to learn and participate in one of the fastest growing and most impactful fields of medicine and cancer care.

The Adminitrative assistant will provide administrative requirements including the coordination of calendars, preparation of meeting materials and file management for the Molecular Biology/Advanced Diagnostics team. Manage research grant processes, and research study budgets. Be involved in daily diagnostic and precision medicine activities. Be involved in research activities. Assist in the daily running of the advanced diagnostics laboratory, including inventory, budget, record keeping, and other miscenalleous tasks.

Accountabilities:

• Prepare and communicate meeting agendas and take meeting minutes
• Prepare standard forms and department templates
• Schedule multi-party meetings, including audio-visual equipment and catering services as required
• Maintain electronic data storage for records, documents and correspondence, including filing of confidential information
• Investigate budgetary, payroll and financial issues, and prepare summary reports
• Prepare, process, and track invoices and purchasing requests
• Coordinate program or department submissions for events, such as the budgeting process and Accreditation
• Prepare the submission of travel and expense claims, credit card statements, cheque requests, invoices, bi-weekly payroll information, etc.
• Draft memorandums, letters and email correspondence and prepare routine reports for submission to the Ministry
• Schedule group or departmental training sessions
• Assist and respond to service enquiries from Osler/Headwaters Health Care Centre staff, physicians and the public
• Track laboratory services data and maintain internal usage logs
• Organize departmental rounds
• Manage online grant submission and information portals.
• Manage research budget for active studies.
• Draft grant proposals for public and private research grants
• Manage reimbursement of larger purchases, including scientific equipment
• Draft study reports and manuscripts for publication;
• Provide consultative services for oral presentation and other forms of results dissemination
• Assist with manuscript preparation for submission to peer reviewed publications/journals;
• Liaise with research collaborators, laboratory and administrative staff as required;

Qualifications

• Possess college diploma/certificate in office administration
• One to two years of experience as an administrative assistant
• Advanced proficiency with Microsoft Office, the internet and electronic data management
• Excellent oral and written communication skills and the ability to interact with staff, trades, physicians and external parties all levels, as a team player
• Exceptional organizational and time management skills within a fast-paced environment
• Demonstrated ability to maintain a fast work pace, managing multiple priorities with strict deadlines while maintaining a positive attitude
• Demonstrated diplomacy in working with others, employing a cooperative approach with a focus on customer service
• Creative problem-solving skills and ability to exercise good judgment without direction
• Enthusiastic about learning and adapting to changing responsibilities
• Demonstrated interest in advancing the effectiveness of the division
• Must be able to travel between Osler sites
• Must demonstrate Osler's Values of Respect, Excellence, Service, Compassion, Innovation and Collaboration

Additional Information

Hours: Currently days, Monday to Friday but must be available to attend hospital sites after hours and during emergencies (subject to change in accordance with operational requirements)

Salary:
Minimum: $56,023.50 per annum
Maximum: $70,024.50 per annum

Internal application deadline: [October 16, 2026]

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Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process, please notify Human Resources at human.resources@williamoslerhs.ca.

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.