Program Assistant—Surgical and Interventional Sciences

Do you want to work for a world-renowned research institute that pushes the boundaries of biomedical science and health research? Right here in Montreal At the Research Institute of the McGill University Health Centre (RI-MUHC), you can be part of an organization focused on scientific discovery and innovation in patient-centered medicine. Join us today and make a difference

Job Description

RESEARCH INSTITUTE OF THE MUHC

The Research Institute of the McGill University Health Centre (RI-MUHC) is a world-renowned biomedical and hospital research centre. Located in Montreal, Quebec, the Institute is the research arm of the McGill University Health Centre (MUHC) affiliated with the Faculty of Medicine at McGill University. The RI-MUHC is supported in part by the Fonds de recherche du Québec - Santé (FRQS).

Position Summary

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 administrative assistance to assigned academic and managerial staff of the Program and the Clinical Innovation Platform (CLIP), RIMUHC MedTech incubator,
• Assists the Program Leader and Program Manager in their administrative duties,
• Types from drafts, letters, correspondence, memos, forms, mass mailings,
• Composes and translates letters and memos,
• Coordinate the SIS program and the CLIP social media presence (LinkedIn, Instagram, Website)
• Coordinate the SIS program and the CLIP social media presence ((LinkedIn, Instagram, Website)
• Coordinate general communications with the Program and CLIP members, including (But not restricted to) Newsletter, Slack communication, Website news regular updates, RIMUHC and MUHC communication coordination,
• Answers, screens and relays telephone calls, takes messages
• Performs general office duties, being the main point of contact for the program researchers and CLIP members
• Processes payment of invoices. Prepares and follows-up on payment requests, purchase order requests, and invoices,
• Helps with the organization and planning of special events and staff functions such as weekly seminars, research days and CLIP regulars training and networking events. This support includes the advertising of the events, logistics, catering, recording presences and minutes when necessary,
• Organizes and maintains an efficient and effective online filing system,
• 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,
• Advises the Program Manager of any unusual situations or issues,
• 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 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,
• Arranges for physical organization of furniture, rearranges as necessary along with staff moves or changes,
• Performs other office duties as per the immediate superior’s request and/or delegate.

Website of the organization

Education / Experience

• Secondary V Diploma (SSD) or Diploma of Vocational Studies – Secretarial (DVS - 1,485 hours) or equivalent,
• Two (2) years of related experience,

Required Skills

• French and English - spoken and written,
• Excellent knowledge of Microsoft Office,
• Capacity to learn other software such as Reference Manager, Canva, MailChimp,

Status : Full-time

Pay Scale : $39,075.40 - $58,622.20 Commensurate with education & work experience.

Work Shift : 8:30 am to 4:30 pm (35 hours work week)

Work Site : Montreal General Hospital (no remote working)

Why work with us?

• 4-week vacation, 5th week after 5 years,
• Bank of 12 paid days (personal days and days for sickness or family obligations),
• 13 paid statutory holidays,