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Administrative Coordinator
3 months ago
**Position: Administrative Coordinator**
**Site: MaRS Centre, Toronto**
**Department: Computational Biology**
**Reports To: Director, Computational Biology**
**Salary: Commensurate with level of experience**
**Hours: 35 hours/week**
**Job Type: Hybrid**
**Status: Full-time, Temporary (1-year contract)**
The Ontario Institute for Cancer Research (OICR) is seeking an Administrative Coordinator to support multiple teams within Computational Biology and the Ontario Health Study (OHS). The Administrative Coordinator will demonstrate judgment and independence to provide support to the Director, Principal Investigators, and their teams.
This position is temporary, full-time for one year.
Fully vaccinated is defined as having received all of the required doses of a Health Canada approved vaccine and having received the final dose at least 14 days before your employment start date.
To learn more about working at OICR, visit our **career page**.
**The responsibilities include**:
- Proficiently and efficiently provide administrative support to the Program Director and Principal Investigators in Computational Biology by working closely with and supporting them and their teams.
- Provide effective calendar/meeting management (Google calendar and Outlook) by organizing and managing the scheduling of calendars, coordinating/scheduling internal and external meetings, recording meeting minutes, and setting up meeting rooms and arranging refreshments as required.
- Ensure all relevant documents are brought forward in advance of appointments & meetings, tracking what needs to be completed for the meeting and ensuring that deadlines are met.
- Prepare complex travel arrangements and coordinate all aspects of travel reservations according to OICR policies (i.e., visa(s), airline(s), hotel(s) and ground transportation).
- Prepare pre-approvals, invoices, purchase requisitions, and expense reports on time and according to OICR policies.
- Assist with special projects such as invoicing clients and tracking revenues, recording metrics used for reporting, and other cross-functional responsibilities, as assigned.
- Facilitate onboarding and offboarding of staff, including trainee coordination of stipend agreements with their university department.
- Ensure efficient operation of the office by organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats, while paying strict attention to confidentiality.
- Handle all general office duties such as arranging for pick-up and delivery of courier packages, mail distribution, filing, photocopying.
- Maintain scientific CV in several formats including but not limited to the Canadian Common CV, academic and short CV.
- Use advanced functions to provide word processing to facilitate the production of complex documents/materials.
- Professionally communicate and liaise with HR, finance and administrative personnel within OICR, as well as external collaborators and stakeholders.
- Perform other duties (e.g., special projects and cross-functional responsibilities) as consistent with job classification, as required.
**Qualifications**:
- Completion of an Office Administration program or recognized equivalent required. Bachelor’s degree preferred.
- Administrative experience supporting multiple staff in a comparable administrative role (e.g., knowledge of the formal and informal protocols and methods of supporting mid
- to senior-level positions).
- Experience working in a scientific/academic environment would be an asset.
**Competencies**:
- Excellent time management, planning and organization skills.
- Results
- and detail-oriented mindset.
- Must have high-level proficiency in computer skills (Microsoft Word, Excel, Outlook, Adobe).
- Must be proficient at using and searching on the Internet.
- Excellent communication skills, both oral and written.
- Excellent interpersonal and customer service skills to facilitate regular interaction with OICR staff at all levels and with external community members.
- Uses tact, discretion and diplomacy in all communications; negotiation and persuasion skills are needed to manage the Program Director’s and PI’s calendars and schedule/re-schedule meetings with internal and external contacts.
- Ability to handle sensitive and confidential information in a discreet and professional manner.
- Ability to prepare routine material from general instructions.
- Proven ability to work collaboratively. Must be a team player.
- Proven ability to multi-task and project manage, yet exercise precise attention to detail.
- Proven ability to adapt and work in a growing and fast paced environment.
- Excellent understanding of general office administrative processes and procedures.
OICR is a collaborative, not-for-profit research institute accelerating the development of new cancer research discoveries for patients around the world while maximizing the economic benefit of this research for the people of Ontario. We are
