Research Administrative Assistant I

4 weeks ago

London, Canada Victoria Hospital Full time

**Posting Period**:
Open: May 22, 2024

Deadline: June 12, 2024

Non-Union

**Job Summary**:
The Research Administrative Assistant is responsible for working collaboratively with staff and researchers to support efficient operations of the ICES Western site. The Research Administrative Assistant is an employee of London Health Sciences Centre - Lawson Health research Institute.

Regular Full Time - 37.5 hours per week

Vacation Entitlement - 3 weeks accrual per year

**WORK LOCATION**

This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will require the Research Administrative Assistant to work from Victoria Hospital in London, Ontario for a minimum of three days a week. While there is flexibility in work location, due to the nature of this role, it is to be expected that the Research Administrative Assistant be on site on an as-needed and regular basis in order to support operational requirements.

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

- Coordinates / schedules research events and meetings using MS Outlook, including room bookings, video conferencing, catering, and preparing minutes as required;
- Manages the onboarding and offboarding process for staff, scientists, and trainees;
- Coordinates project and grant intake and amendments; maintains electronic filing system for tracking;
- Maintains up-to-date records of research projects and deliverables within a metrics database (performs data entry, data quality assurance and audit activities as required);
- Assists with creating materials for workshops / special projects as required;
- Creates and proofreads a variety of communication products including newsletters, social media, and e-bulletins;
- Maintains up-to-date distribution lists, website content, and organizational charts;
- Effectively manages ICES Western space and equipment (liaise with LHSC service departments to complete work orders as required);
- Maintains up-to date records and files of all research administrative duties;
- Performs other duties as appropriate and necessary for the efficient functioning of the site.

**KNOWLEDGE AND SKILLS**
- Excellent oral, written and interpersonal communication skills. Personable and courteous in working relationships;
- Fully proficient in the use of MS Office Suite (Word, Excel, PowerPoint and Outlook), with superior calendar management and scheduling skills;
- Proven ability to follow processes with a high attention to detail;
- Flexible and willing to learn and adapt to different work assignments in a team setting;
- Self-driven and proactive with good organizational, problem-solving, and multi-tasking skills;
- Ability to prioritize responsibilities to meet deadlines;
- Demonstrated ability to work independently with mínimal supervision;
- Excellent time management and organizational skills;
- Ability to maintain strict confidence, exercise discretion and good judgment.

**Qualifications**:
**EDUCATION AND EXPERIENCE**
- College diploma, Bachelor’s degree preferred, or a combination of post-secondary education and relevant experience;
- Two years of experience in an administrator or coordinator role is preferred;
- Experience working in a research environment is preferred.

As part of the selection process applicants may be required to complete an examination or test. Please be advised that a reference check may be conducted as part of the selection process.

**Immunization Requirements**:
Before beginning employment at LHSC, all new hires will be required to:

- Provide vaccination records or proof of immunity against measles, mumps, rubella and varicella (chicken pox), Hepatitis B, Tetanus/ Diphtheria/Polio; Meningitis;
- Provide documentation of the Tuberculosis skin testing (two step);
- Provide proof of Health Canada-approved COVID-19 vaccination reflective of Ontario Health’s current definition of being fully vaccinated

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