Group Administration Assistant

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Job Summary

Reporting to the Coordinator, Meetings/Committees/Health & Safety, the Group Administration Assistant is responsible for the planning and administrative functions of the Canadian Cancer Trials Group (CCTG). The Group Administration Assistant is a key member of the CCTG administration team who works within a collaborative environment to enable the CCTG Team to deliver cancer clinical trials. This includes leadership of national/international meetings of the organization, executive support of scientific and operational committees of the network, and group membership and administration.

Job Description

KEY RESPONSIBILITIES:
National and International Meeting Administration
• Assist in the planning and development of national and international meeting project plans for CCTG meetings, including but are not limited to the Annual Spring Meeting, Annual Fall Meeting/IND, New Investigator Clinical Trial Committee Course, Network retreats and workshops, sessions at major meetings (ASCO), and trial specific meetings that are required. Responsibilities include assisting in budgeting, procurement of vendors, and assessment of meeting needs in partnership with Coordinator, Meetings/Committees/Health & Safety and relevant Faculty member.
• Assist in the development of correspondence and materials, conduct quality control measures to ensure accuracy, liaise with participants and funders to ensure timely response, and ensure event invitations and information are distributed in a timely manner.
• Liaise with potential contractors for meeting venues and ensure procurement expectations are met. Review all budgets with Finance Manager, Chief Operating Officer (COO), and Group Director prior to contracting process. Coordinate contracts once confirmed to ensure successful execution of the meeting.
• Assist in the oversight of activities at national/international meetings and ensure the highest level of service during the meetings, including the Spring Meeting Welcome and Administration Team (SWAT).
• Coordinate the Continuing Medical Education (CME) accreditation process in compliance with Royal College of Physicians and Surgeons of Canada (RCPSC) expectations for accredited meetings. Collate and submit material post meeting, in accordance with expected timelines, ensuring accurate and timely submission of materials.

CCTG Membership Coordination:
• Liaise with member centres regarding new membership, membership renewals, and membership changes to ensure CCTG standard operating procedures (SOPs) and criteria are met. Communicate membership requirements clearly and effectively, ensure all material required is received at CCTG and processed in a timely manner.
• Assist in the establishment of campaigns for membership renewals, including new grant addendums required, and ensure timely and compliant completion of the requirements.
• Address any issues with insurance that arise through the annual collection process.
• Establish Conflict Of Interest (COI) collection, review, and conflict management processes identified.
• Ensure issues of non-compliance are escalated to the appropriate individual.

Executive Support to Network Committees:
• Administer the membership processes for the executive network committee, on an annual/biannual basis, ensuring compliance with the Terms of Reference for these groups.
• Develop and provide tools to support compliance within the network.
• Address issues of concern with supervisor, to ensure these are escalated to the COO.

Administrative of CCTG Operations:
• Provide administrative support to the human resources processes, from recruitment to the onboarding of new staff, using CareerQ and PeopleSoft systems.
• Ensure files are up to date and filed and all required information has been provided to Queen’s Human Resources and the hiring Manager/Supervisor.
• Support financial activities associated with human resources processes.
• In collaboration with the supervisor, recommend changes to processes to ensure efficiencies within the administrative activities of the CCTG. This includes front office reception, processes of samples, patient registration/randomization, security/health and safety matters of the group. Provide coverage support as needed.
• Ensure documentation, manuals and training are up to date.
• Undertakes other duties as assigned.

REQUIRED QUALIFICATIONS:
• Two year post-secondary program in Office Administration/Management, or related field.
• Previous experience (2 to 3 years minimum) in office administration, in a medical or research environment.
• Knowledge of Queen’s University procedures, policies and guidelines is considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Respects diversity and promotes inclusion in the workplace.
• Strong computer skills including Microsoft Office products, databases (e.g. Oracle), and web tools.

• Office management/administration skills in order to work with limited supervision. Ability to prioritize and make independent decisions using a high degree of initiative.
• Strong analytic, interpretive, and problem solving skills.
• Excellent organizational, with the ability to prioritize competing demands.
• Excellent interpersonal skills and both written/verbal communication, to interact with a diverse audience, including members of external agencies. Respond to inquiries in a professional and informative manner.
• Ability to work effectively both independently and as part of a team
• Attention to detail and ability to adhere to standard operating procedures.
• Sound judgment and sensitivity in maintaining strict confidentiality with materials and issues.

DECISION MAKING:
• Determine priorities of various tasks and schedule time to meet conflicting deadlines. Determine which project require the most attention.
• Identify and bring forward issues that arise through meetings or daily interactions that need resolution or clarification. Determine when to refer questions to Coordinator/Supervisor.
• Handle and direct inquiries and screen calls in most efficient and effective manner for members of the CCTG. Respond to various questions independently, search out information or redirect to appropriate individuals when necessary.
• Evaluate processes to identify and recommend efficiencies and improvements.
• Support training and address any issues/concerns with Supervisor.
• Determine content of draft correspondence and minutes. Make decisions regarding dissemination of information and methods of communication.
• Exercise appropriate level of judgment when making recommendations on staff events and communicating with key stakeholders, and monitors specified event budgets to ensure they are not overspent.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities.