Clerical Assistant

6 months ago

Toronto, Canada Dahdaleh Institute for Global Health Research Full time

**Overview and Job Purpose**

Under the supervision of the principal investigator and organized research unit (ORU) director, the Dahdaleh Institute is seeking a part-time clerical assistant to join our dynamic research community.

The clerical assistant will primarily work in person at the Dahdaleh Institute office (York University, Toronto). This is a part-time position, 21 hours per week, for up to one year, starting immediately. Compensation: $23-28/hour, depending on experience and qualifications.

**Major Responsibilities**

**General Administration and Support (30%)**
- Coordinates space and workstations, including scheduling and booking meeting rooms in a shared calendar
- Provides administrative support to research projects and Institute programs and activities by drafting documents, keeping records on MS Teams and OneDrive; uploading and updating records on Airtable database, and procuring and maintaining inventory of office supplies
- Assists with developing and updating standard operating manuals for Institute processes
- Attends and takes minutes during staff meetings

**Event and Communications Support (30%)**
- Supports all aspects of event planning, promotion, and logistics
- Acts as a resource for Institute members and affiliates for event ideas, location selection, vendor selection, audiovisual tools, etc.
- Updates the Institute’s calendar
- Produces event and communications materials such as signage, name tags, place cards, programs, and menus
- Provides event support (tech checks, Zoom maintenance, invitations/follow-ups, room setup, etc.)
- Drafts messages for engagement on the Institute’s social media accounts (Twitter, Facebook, LinkedIn)
- Collects and distributes information about Institute members
- Creates, edits, and distributes the Institute’s newsletters
- Coordinates the publication of Institute activities by collaborating with researchers and staff to write, edit, and submit articles for promotion in York’s journal of record, _YFile_
- Ensures all written work follows the Dahdaleh Institute Style Guide and is reviewed and edited

**Financial Administration Support (30%)**
- Completes all finance
- and expense-related paperwork for the Institute and its affiliates, including but not limited to timesheets, payment requisitions, purchase requisitions, accountable advances, processing of invoices, preparing and submitting journals, purchase orders, claims for reimbursement, etc., for review by the finance officer prior to submission to the Institute director for approval
- Prepares monthly reconciliation of operating and endowment funds
- Maintains back-up documentation for all transactions for operating and endowment funds
- Tracks cost recoveries for the Institute and liaises with appropriate offices to ensure transfers are completed in a timely manner - includes printing, conference, workshop fees, etc.
- Provides information and assistance to Institute affiliates related to the completion of forms
- Follows up with various departments as required (e.g., missing information, incorrect charges) and resolves any discrepancies
- Brings unresolved issues to the attention of the finance officer
- Investigates proper policies and procedures upon request
- Tracks balances, commitments, and status of select grants
- Assists finance officer with preparation of draft financial reports and budgets
- Enters contact information, contract/membership details, and other data into database
- Payroll Administration:

- On a biweekly basis, sends reminders, updates tracking database, prepares payroll submissions for review, and submits
- Acts as a resource for questions related to policies and processes
- Brings any concerns and discrepancies to the attention of the finance officer and Institute coordinator
- Conducts data quality control and data clean up, follows up with contract holders/members for missing information

**Executive Support (10%)**
- Provides administrative and special projects support to the director and associate director as requested

**Qualifications**
- Demonstrated ability to work collaboratively in a team setting
- Able to work on-site at the Dahdaleh Institute, York University
- University undergraduate degree
- 1-2 years administrative or finance experience in an academic research environment
- Strong financial administration skills
- Strong organizational skills, including electronic file management and task management, and excellent ability to manage time and coordinate multiple priorities
- Strong written and oral communications skills
- Proficiency in Microsoft Office (Word, Excel, PowerPoint)
- Excellent judgment and good understanding of research environment

**Application Deadline**

**How to Apply**

**Job Types**: Part-time, Fixed term contract
Contract length: 12 months

**Salary**: $23.00-$28.00 per hour

Expected hours: 21 per week

**Benefits**:

- Dental care
- Extended health care
- Paid time off

Application question(s):
Work Location: In perso

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