Research Program and Project PIA Coordinator

Data. Discovery. Better Health.

ICES is a world-leading health research and analytics institute. With a wealth of data and analytic expertise, we create trusted evidence that has changed health policy and practice and helps ensure better health for all.

Ready to discover more with us? Join our outstanding, collaborative team where your skills, knowledge and curiosity are valued and can change the future of health care.

At ICES, we recognize what matters most to our employees. Some of the great benefits of working at ICES include:

• Flexible remote work arrangements anywhere in Ontario
• Competitive Compensation
• Comprehensive Benefits Program
• HOOPP Pension Plan (Defined Pension)
• Employee Assistance Program and Dialogue Well Being Program
• Generous vacation, float, and caregiver days for all employees
• Education Fund and Dedicated Education Days
• Holiday Closure
• Perkopolis Employee Discount Program

Introduction:

ICES is seeking a Research Program and Project PIA Coordinator to join their Research and Analysis team in the Mental Health and Addictions Program. The Research Program and Project PIA Coordinator is a member of the Program Leadership Team and serves as the primary contact and liaison for the Research program and the Research Program Manager. The Research Program and Project PIA Coordinator manages central intake functions for the program and program faculty (both centrally and for satellite sites). In addition, the Research Program and Project PIA Coordinator is responsible for the general information management for the Program through the maintenance of project logs and completion of project documentation. The Research Program and Project PIA Coordinator provides operational and research support for the Research Program. This includes managing project, grant review and financial processes for the Research Program and overseeing the documentation needed to support the Research Program's reporting responsibilities. They will participate in the preparation of annual reports and other documentation of the Research Program's activities, as required.

Responsibilities of the position include, but may not be limited to:

• The Research Program and Project PIA Coordinator provides support to the Program leadership including organizing and coordinating the program meetings and Program Leadership Team meetings;
• Reviewing and conducting Privacy Impact Assessments on ICES Projects;
• Accountable to the Manager Privacy for work and processes related to reviewing and conducting Privacy Impact Assessments on ICES projects;
• As the central intake person for the program, the Research Program Coordinator is responsible for:
• Tracking project information in the information management system and/or other administrative databases, and collating project information and/or reports for program planning and reporting purposes, as required;
• Managing the submission and review process for grants and/or AHRQ proposals;
• Facilitating and contributing to the project initiation process including the completion of project documentation where required;
• Develop and provide reports on grant and project metrics and recommends strategies to improve service levels;
• Together with the Research Program Manager acting as a central resource for information for faculty and staff within the programs as well as for other departments, including the ICES satellite sites, and external stakeholders;
• Manage the intake and onboarding process for ICES faculty and students for the assigned programs;
• Develops and documents efficient and effective processes to facilitate optimal functioning of the research program;
• Works closely with the Research Program Manager and ICES faculty to ensure project documentation and information is appropriately completed and tracked through the research project lifecycle. Responsibilities include:
• Creating and maintaining the Research Program SharePoint sites;
• Preparing meeting agendas and any required background/resource material; producing and distributing minutes and following up on action items;
• Preparing materials and slide presentations for conference/workshops/special projects as required;
• Tracking project expenditures and preparing expense reports;
• Providing backup support for other members of the Research Program Coordinator team when required.
• Coordinates the Research Program change management process; including communications and notifications associated with change management across the ICES network;
• Responsible for ensuring compliance with ICES policies with respect to project initiation and onboarding of faculty and students;
• Responsible for ensuring compliance with ICES policies, and local administrative procedures related to business continuity and emergencies and associated escalations and notifications;
• Coordinates technology, other equipment and service needs and purchases with the appropriate departments as needed such as IT, finance, and procurement;
• Responsible for ensuring the ICES intranet content is accurate and updated regularly;
• Responsible for managing the Research Program project work time reports as required by ICES for the assigned programs;
• Works with Research Program Manager and other internal stakeholders to ensure effective scheduling and resource allocation for Research Staff and Students;
• Assists the Research Program Manager with recruitment, onboarding, and orientation of new staff;
• Other duties as may be assigned within the scope of this position.

Knowledge, skills, and abilities required:

• Bachelor's degree in Business Administration, Health Sciences or related field, Master's degree preferred;
• Minimum 5 years of experience in a research or academic setting;
• Fully proficient in the use of MS Office software (Word, Excel, PowerPoint, and Outlook) Internet Explorer, Reference Manager, as well as the ability to work with databases;
• Careful and critical organizational, interpretive, problem-solving, and analytical skills;
• Maintaining strict confidence as required when interacting with stakeholders;
• Superior organizational and time management skills to manage and prioritize workload;
• Ability to multi-task, work accurately and effectively under pressure, meet deadlines, and remain composed in high-pressure situations;
• Ability to compile survey results and other data and create reports;
• Ability to generate a coherent, concise report in order to facilitate the reporting requirements of the Research Program;
• Computer and office skills including spreadsheet/database management. Ability to adapt to changing technology and implement new developments to increase productivity;
• Excellent communication (both verbal and written), listening, and interpersonal skills are critical qualities to possess in order to perform the many duties of the position, which requires interaction and communication with others both internal and external to the department;
• Ability to adapt quickly to changing circumstances, with the ability to manage priority conflicts and make accommodations on an independent basis, while keeping within the guidelines and goals of ICES.

This is a full-time 12-month contract opportunity at ICES Central. Successful candidate must reside within Ontario while working remotely and able to come into the office if required from time to time. There may be instances where in-person meetings are requested; however, ICES continues to support Flexible remote work arrangements anywhere in Ontario.

Security clearance may be required.

Interested candidates should submit their resume and cover letter detailing how their knowledge, skills and abilities match the scope of this position.

We thank all applicants for their interest in working at ICES. Due to the volume of applications received, only applicants being considered for the position will be contacted for further discussions.

ICES is committed to providing accessible employment practices, in compliance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). Applicants are asked to make accommodation requests to ICES, and we will make every effort to ensure that accommodation requests are met throughout the recruitment process.