Administrative Assistant

5 months ago

Toronto, Canada Sunnybrook Health Sciences Centre Full time

We currently have a Regular Full-Time opportunity for an Administrative Assistant to work in the Evaluative Clinical Sciences Platform of the Sunnybrook Research Institute (Bayview Campus).

Hours or work: Monday-Friday, 37.5 hours per week

The Administrative Assistant will provide administration support to multiple scientists as well as provide core administrative duties as determined by the Platform Manager in the Evaluative Clinical Sciences Platform.

**ESSENTIAL FUNCIONS**:

- Maintain CCVs in various portals.
- Manage purchase records, reconcile monthly financial statements for corporate credit card, ensure all documents are complete and handled in a timely fashion.
- Schedule and manage all aspects of organizing and planning meetings and events for senior scientists with internal and external individuals and groups.
- Organize timetables with scientists on major responsibilities such as national and international conferences, workshops, meetings, associate editorships, granting agency committee work, graduate courses, seminar series, agendas, travel arrangement and itineraries or any other major activities involving outside organizations. Prepare reimbursement as required.
- Provide efficient search, retrieval and management of scientific papers using web and remote library services.
- Manuscript uploads to journals.
- Proofreading of submitted manuscripts.
- Be familiar with the roles of other administrative team members to provide administrative support and coverage during absences or high volume periods.
- Perform core administrative duties as determined by Platform Manager (e.g., corporate credit card purchases, room bookings, employee timesheet entry).

**QUALIFICATIONS & PREFERRED EXPERIENCE**:

- University degree or Business Secretarial Diploma.
- 3 years of office administration experience within a university or research environment preferred.
- Superior grammar and proof-reading skills; accuracy and meticulous attention to detail.
- Ability to produce high quality work and to work well under pressure in order to meet deadlines.
- Knowledge of Canadian Common CV (CCV), Refman or Endnote, Adobe Acrobat.
- Advanced knowledge of office software including Microsoft Office (Word, Excel, Outlook, PowerPoint, graphic program).
- Excellent written and oral communication, office management, and organizational skills.
- Demonstrated ability to assume responsibility without direct supervision; exercises initiative, good judgment, and makes decisions within the scope of assigned authority.
- Ability to work effectively and professionally, both independently and within a team environment.
- Ability to exercise discretion, good judgement and maintain confidentiality.

In accordance with Canadian Employment and Immigration guidelines, applicants must be eligible to work in Canada. In accordance with Canadian immigration requirements, this advertisement is directed initially to Canadian citizens and permanent residences.

Sunnybrook Research Institute is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation for disability during any stage of the recruitment process, please indicate this in your cover letter.

Sunnybrook Research Institute is strongly committed to inclusion and diversity within its community and welcomes all applicants including but not limited to: visible minorities, all religions and ethnicities, persons with disabilities, LGBTQ persons, and all others who may contribute to the further diversification of ideas.

Please be advised that in order to be eligible for employment at Sunnybrook, all new hires must have received the full series of a COVID-19 vaccine or combination of COVID-19 vaccines approved by Health Canada (e.g., two doses of a two-dose vaccine series, or one dose of a single-dose vaccine series); **AND** have received the final dose of the COVID-19 vaccine at least 14 days ago. Medical exemptions or any other kind of requested exemption based upon the Hospital’s obligations pursuant to the Ontario Human Rights Code will be considered on a case-by-case basis.

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