Research Administrative Assistant

3 weeks ago

Hamilton, Canada St. Joseph's Healthcare Hamilton Full time

**Position Details**:
**Posting #**: 27946
**Department**:Biostatistics
**Employee Type**:Temporary, Full Time
**If Temporary, Number of Weeks**:
**Union**:Non-Union
**Openings Remaining**:1

**Schedule**:
**Work Days**: Monday to Friday
**Time of Day**: Days
**Shift**: 7.5 hour
**This position may be scheduled at any of the following sites**: Charlton Campus (Hamilton Downtown)

**Application Dates**:
**Opening Date**: 07/05/24
**Closing Date**: 14/05/24 Applications must be received online by 12:00 midnight on the Closing Date

**Position Description**:
Temporary assignment until February 2026

**QUALIFICATIONS/SKILLS INCLUDE**:

- Community College Diploma in Business Administration (two-year) or equivalent work experience.
- Webmaster certificate from an accredited community college.
- Minimum 5 years administrative experience; experience in a research setting would be an asset.
- Demonstrated proficiency and knowledge in MS Outlook, MS Word, Excel and PowerPoint.
- Demonstrated proficiency with spelling and typing speed.
- Excellent organizational and interpersonal skills.
- Able to multi-task and pay particular attention to detail.
- Able to work both independently and as part of the Biostatistics Unit team.
- Strong record of collegiality is a prerequisite for this position.
- The purpose of this job is to provide administrative and secretarial support to the Unit Director and to be the primary support person for the Biostatistics Unit in all aspects of the Unit operation as follows:
- Maintain confidentiality and release of information in accordance with hospital policy.
- Be the primary contact for inquiries regarding the Biostatistics Unit and statistical services.
- Maintain the Unit director’s very busy daily schedule.
- Liaise with administrative staff at all levels for several dozen research projects to arrange meetings, and prepare forms for publication submissions.
- Ensure that necessary documentation is available for meetings attended by Biostatistics Unit Faculty and staff.
- Liaise with supervised students to enable them to meet with appropriate personnel and obtain documents in a timely manner during their MSc or PhD studies.
- To create and maintain records of invoicing and payments for various statistical services provided by the unit, and follow-up as appropriate.
- Responds to and arranges meetings for new researchers, potential recruits, and students requesting Biostatistics Unit assistance.
- To maintain St. joe’s Corporate Visa, McMaster diners accounts for Director and Biostatistics Unit.
- To coordinate travel for the Unit director and staff to various national and International conferences and meetings.
- To provide general administrative support to the Biostatistics Unit: typing, proof reading, photocopying, scanning, uploading of journal and grant reviews, monitoring and ordering supplies.
- To process the Biostatistics Unit hiring documents.
- To maintain an extensive filing system and websites for the Biostatistics Unit.
- To act as a resource person for the Research Institution photocopier; troubleshoot problems, order supplies and enter codes as required.
- To maintain and submit weekly payroll sheets for Biostatistics Unit staff.
- To process journal entries, travel expenses, and manage all issues related to MOSAIC.
- To prepare, monitor and file documents for creation of research contracts and letter of agreements, making sure that documents are forwarded to departments at McMaster/St. Joe’s.
- To assist in maintaining the Departmental budget by tracking expenditures, receiving invoices, obtaining appropriate signatures, and forwarding to accounts payable.
- Follows up on questions received from accounts payable regarding invoices from both institutions.
- To complete, upload and submit Final Research Reports to different Grant Institutions.
- St. Joseph’s Healthcare Hamilton (SJHH) is an equal opportunity employer and strives for equity, inclusiveness, and diversity in all our programs, practices, facilities, and people. We foster a culture of patient and staff safety where all positions comply and work in conjunction with the _Mission, Vision, and Core Values_ of SJHH._

**We thank all applicants for their interest, however, only those selected for an interview will be contacted. SJHH is committed to a barrier-free recruitment and selection process - please inform us should accommodation be required at any point in the recruitment process.**

**Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.

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