Administrative Assistant - INTREPID Lab

Job Description

The Innovation, Nicotine, Tobacco, Research, Education, Programming, Implementation and Digital health “INTREPID Lab” (formerly Nicotine Dependence Service) at the Centre for Addiction and Mental Health (CAMH) is seeking a full-time, contract Administrative Assistant to support a range of administrative duties for the Lead of our service and overall support for the Lab.

The INTREPID Lab is a diverse and collaborative team that applies interdisciplinary approaches towards tobacco and vaping cessation, chronic disease prevention and management, digital interventions and behavior change strategies. We embrace and espouse values that reflect principles of equity, diversity, inclusion and reconciliation. We are committed to challenging the status quo and pushing for systemic change that allows for fair and just approaches to providing and accessing healthcare services.

The successful candidate will provide advanced administrative, secretarial and system support for the Lead of CAMH’s INTREPID Lab to ensure the smooth and effective operation of research studies and projects.

You will provide assistance on a range of confidential organizational and client related projects and issues. Your duties will include, but will not be limited to :  complex calendar management including responding to internal / external inquiries; scheduling meetings and event coordination. Diligence with responding to time-sensitive inquiries is essential to this role along with management and scheduling for a complex calendar involving clinical and academic / research-related meeting requests.

Additional duties will include booking travel; taking minutes; organizing and maintaining filing systems and databases; assistance in the preparation or maintenance of statistical and financial records and reports; assistance in the preparation of grant applications and preparation of various forms of correspondence. Familiarity with how to update academic documents including CVs with specific formats, Conflict of Interest forms, an understanding of the Scientific Appointment and Promotions processes are key assets. You will be required to liaise with other Programs and Departments within CAMH as well as with external stakeholders and agencies to facilitate client, program and environmental needs. Reporting to the Director, Innovation, Operations & Strategy, the successful candidate will provide advanced administrative, secretarial and system support to the CAMH INTREPID Lab leadership to ensure the smooth and effective operation of research studies and projects.

You will support a workplace that embraces diversity, encourages teamwork and complies with all applicable regulatory and legislative requirements. This position is located at 1025 Queen St. W. and is currently operating under a hybrid work policy (subject to change at any time).

Minimum Requirements

The successful candidate will possess a Post-Secondary Certificate or Diploma or a related discipline and a minimum of 3-5 years of senior level or academic administrative assistant experience, or an equivalent combination of education and experience. In this role, you must have the ability to independently prioritize work effectively and efficiently with minimal supervision. You have experience working with external stakeholders, and have excellent verbal and written communication skills, superior interpersonal skills and the ability to demonstrate sound judgment, tact and courtesy.

As a team player, you possess excellent organizational and problem-solving skills and are flexible and adaptable with regard to the types of tasks assigned. Demonstrated proficiency in the use of computer software (Microsoft Word, Excel, PowerPoint, Outlook, Webex, and scheduling software) is essential.

Ability to take initiative, work under pressure, and deal with conflicting priorities and deadlines while maintaining strong detail orientation is critical to the role. The successful candidate will demonstrate sound judgment and the ability to interpret and apply policies and procedures. You will be flexible, adaptable and customer-service oriented. Experience liaising with the Faculty of Medicine at the University of Toronto and with procedures for academic appointments and promotions is an asset. Experience working clients, staff and organizations serving diverse groups is an asset. Bilingualism (French / English) and / or proficiency in a second language would be an asset.