Under the general supervision of the Program Manager and in close collaboration with the Program Leader and researchers, the incumbent provides general research grant related administrative support to assigned academic staff.
General Duties
- Provides research grant related administrative assistance to assigned academic staff of the Program,
- Assists the Program Leader and Program Manager in their administrative duties,
- Liaise for investigators, trainees and research staff requests,
- Types from drafts, letters, correspondence, memos, forms, mass mailings,
- Composes and translates letters and memos,
- Answers, screens and relays telephone calls, takes messages and responds to general inquiries,
- Processes incoming and outgoing mail and arranges for courier service,
- Processes payment of invoices. Prepares and follows-up on payment requests, purchase order requests, and invoices,
- Organizes and maintains an efficient and effective filing system,
- Ensures the ordering and/or maintenance of all office supplies and equipment,
- Ensures follow-up on any repairs of equipment and/or physical space.
- Requests and liaises for services with housekeeping, security, IT, technical services and telecom, under the direction of the Coordinator and assigned academic staff,
- Inform and Advises the Program Manager of any unusual situations or issues,
- Performs any other general office duties such as photocopying, scanning, receiving and sending faxes, etc.
- Assists with the preparation of research presentation materials,
- Books meeting rooms,
- Proof reads and formats general grant and account related correspondence,
- Prepares travel expense forms,
- Maintains an up-to-date academic CV,
- Supports investigators in the preparation of grant registration and submission of grant applications,
- Prepares supervisor-related materials for studentship and postdoctoral fellowship applications,
- Online submission of manuscripts,
- Reference formatting of manuscripts,
- Modifies formatting for specific journals,
- Submission of abstracts,
- Helps with the organization and planning of special events and staff functions,
- Coordinate physical organization of furniture as necessary along with staff moves or changes,
- Assist in creating content for program website, emails and social media
- Performs other office duties as per the immediate superior’s request and/or delegate.
Education / Experience
High School Education
Work Experience: Two (2) years of related experience,
Other Requirements:
- French and English - spoken and written,
- Excellent knowledge of computer applications such as, Word, Excel, Access and PowerPoint,
- Capacity to learn other software such as Reference Manager,
- Word-processing: minimum of 40 words per minute.
- Excellent organizational and communication skills
- Attention to detail and accuracy
Additional information
Status : Full-Time (35-hour workweek)
Pay Scale: $36,290.80 - $54,418.00 / Commensurate with education & work experience.
Work Shift: Monday to Fridays (8:30am-4:30pm)
Work Site: Glen
Why work with us?
- 4-week vacation, 5th week after 5 years,
- Paid time off during the Holidays,
- Bank of 12 paid days (personal days and days for sickness or family obligations),
- 13 paid statutory holidays,
- Modular group insurance plan (including gender affirmation coverage),
- RREGOP government pension plan (defined benefit),
- Courses and professional development opportunities,
- Flex work options and much more!
How to apply
