Administrative Assistant

3 weeks ago

Ottawa, Canada CHEO RESEARCH INSTITUTE Full time

**JOB DESCRIPTION**
**Posting # - RI-23-028**

**Posting Period: June 5, 2023 - June 19, 2023**

**DEPARTMENT **CHEO Research Institute - Office of Research Services (ORS)

**TITLE RESEARCH ADMINISTRATIVE ASSISTANT**

**REPORTS TO ** Office of Research Services Executive Assistant

**TERM **Full-time (1.0 FTE)

**SUMMARY **Children’s Hospital of Eastern Ontario Research Institute (“CHEO RI”) is the research arm of the Children’s Hospital of Eastern Ontario - Ottawa Children’s Treatment Centre (“CHEO”) and an affiliated institute of the University of Ottawa. CHEO is a beloved institution and workplace that is widely recognized for being an anchor in our community. CHEO RI works to create new knowledge and evidence to support CHEO in its provision of world-class care to our children.

CHEO RI has an immediate requirement for a **Research Administrative Assistant.**

As an important member of the CHEO Research Institute ORS team, this individual is responsible for providing a broad range of clerical and administrative support duties, to support members of the ORS team as requested by the ORS Executive Assistant. Maintenance of confidentiality and discretion is mandatory.

**SUMMARY**

Children’s Hospital of Eastern Ontario Research Institute (“CHEO RI”) is the research arm of the Children’s Hospital of Eastern Ontario - Ottawa Children’s Treatment Centre (“CHEO”) and an affiliated institute of the University of
Ottawa. CHEO is a beloved institution and workplace that is widely recognized for being an anchor in our community. CHEO RI works to create new knowledge and evidence to support CHEO in its provision of world-class care to our children.

CHEO RI has an immediate requirement for a **Research Administrative Assistant.**

As an important member of the CHEO Research Institute ORS team, this individual is responsible for providing a broad range of clerical and administrative support duties, to support members of the ORS team as requested by the ORS Executive Assistant. Maintenance of confidentiality and discretion is mandatory.

**MAIN RESPONSIBILITIES**
- Prepares meeting minutes, agendas, and other documents as directed.
- Coordinates meetings by booking rooms and providing links for virtual meetings.
- Maintain internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports.
- Works with members of other research institutes, hospitals and universities on research related business.
- Support the research communications team. Including updating internal and external website content, populating newsletter, updating electronic information boards.
- Assists in planning annual retreats and events for Program Directors.
- Maintains office supplies and keeps office inventory up-to-date.
- Perform clerical functions such as processing requisitions, deposits, receipts, etc.
- Performs general office duties including photocopying, scanning, internet searches, etc.
- Provides support and assistance to the ORS Executive Assistant with respect to meeting invites, meeting logistics, audio-visual assistance, attendance, agenda’s, minutes and other tasks as directed.
- Provide support to Director of Research Operations, Director of Research Informatics and the Director of Communications. Perform other related duties as assigned by the Supervisor.

**QUALIFICATIONS**
- Post-Secondary Diploma, preferably in the office administration field (Essential)
- Proficiency in computer skills (Microsoft Office) (Essential)
- Ability to prioritize, superior time management skills (Essential)
- High degree of accuracy and detail orientation (Essential)
- Excellent communication (verbal and written), interpersonal skills (Essential)
- Minimum of 1 year administrative experience (preferred)
- Bilingualism (English and French) (preferred)
- Experience in event planning and coordination (preferred)

**WORKING CONDITIONS**
- Able to work in a dynamic, often hectic environment and be able to multi-task.
- Able to professionally deal with colleagues, visitors, representatives from various levels and organizations.
- Able to be flexible with working hours in order to meet deadlines.
- Able to work under tight deadlines.
- Able to work in a team as well as independently.
- Flexibility to work in a hybrid work model, that would include remote work and on-work following probationary period as per Flexible Work Arrangements.

**OTHER REQUIREMENTS (mandatory)**
- Eligible to work in Canada.
- Valid police record check.
- Compliance with CHEO RI’s Universal COVID-19 Vaccination Policy.

We thank all applicants for their interest. However, only those invited for an interview will be contacted.

**DESCRIPTION DE POSTE**
No d’affichage - RI-23-028

Période d’affichage : du 5 juin 2023 au 19 juin 2023

**SERVICE **Institut de recherche de CHEO - Bureau des services de recherche

**TITRE ADJOINT ADMINISTRATIF DE RECHERCHE/ADJOINTE ADMINISTRATIVE DE RECHERCHE,**
**INSTITU

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