Administrative Assistant

3 weeks ago

Toronto, Canada Ontario Institute for Cancer Research Full time

**Position**:Administrative Assistant**

**Location**:MaRS Centre, Toronto**

**Department**:Global Alliance for Genomics and Health (GA4GH)**

**Reports To**:Project Manager**

**Salary**:Commensurate with level of experience**

**Hours**:35** **h**ou**rs/week**

**Job Type**:Hybrid/On-**s**ite/Remote** (select one)**

**Status**:Full-time, Temporary (**1-year contract)**

The Ontario Institute for Cancer Research (OICR) is seeking an Administrative Assistant to join the **Global Alliance for Genomics and Health** (GA4GH) team.

This position is temporary, full-time for one-year.

The Global Alliance for Genomics and Health (GA4GH) based at the Ontario Institute for Cancer Research is hiring a Project Coordinator to support its foundational and technical Work Streams.

GA4GH is supported by four international hosts: the Broad Institute of MIT and Harvard, the Wellcome Sanger Institute, EMBL-EBI, and the Ontario Institute for Cancer Research (OICR). Eight technical and policy framing teams (“GA4GH Work Streams”) drive the standards development work to meet the specific needs of real world clinical and genomics data sharing projects. GA4GH Work Streams collaborate with Driver Projects—genomic data initiatives that help guide our development efforts and implementations of our products.

The Administrative Assistant will support the Secretariat of the Global Alliance for Genomics and Health (GA4GH).

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**:

- Schedule and support coordination for virtual and in-person, international meetings (approximately bi-annually), which could include supporting logistics planning, reaching out to vendors and gathering quotes, drafting correspondence, and other duties.
- Make travel arrangements and coordinate support for GA4GH Secretariat team and collaborate on travel to GA4GH meetings.
- Record meeting minutes and actionable items for GA4GH Secretariat and leadership meetings.
- Work flexible hours to meet intermittent special events or tasks (e.g., logistics associated with off-site meetings, deadlines associated with budget or operational reviews, etc.).
- Coordinate all aspects of membership, including:

- Annual audit of member information to ensure up-to-date.
- Maintain contact database of the GA4GH community in the HubSpot CRM to ensure data is up-to-date.
- Coordinate and maintain CEO’s evolving calendar.
- Organize complex travel arrangements for the CEO which include obtaining internal approvals and visa requirements, booking air travel, accommodation, and ground transportation, and management of multiple travel reimbursements.
- Coordinate requirements for speaking engagements.
- Maintain accurate electronic and paper information filing/retrieval systems with version controls.
- Data entry and generation of routine reports from Salesforce and other systems.
- Process invoices, expense submissions, and internal transfers.
- Under supervision of the Project Manager, coordinates cost allocation for cost centres at the host site.
- Support the Communications team in preparing presentations and communication materials for internal and external audiences ensuring consistent and quality formatting.
- Liaise with administrative assistants within OICR as well as other key stakeholders.
- Support the OICR Administrative Council team by providing back-up to the reception desk, attend regular OICR Admin Council meetings and inform the GA4GH team of relevant items.
- Ensure effective office operations including ordering supplies, collecting mail from the department mailbox, onboarding new staff.

**Qualifications**:

- Completion of a 2-year community college program or recognized equivalent required.
- Bachelor’s degree preferred.
- Experience working in a similar environment is an asset.
- Collaborative, independent, and self-motivated.
- Thrives in a fast-paced, dynamic environment.
- Ability to work flexible hours on occasion.

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 dedicated professionals who bring expertise to each of our roles. We are looking for individuals who share our values of excellence, innovation, collaboration, impact, responsibility and community.

Launched in December 2005, OICR is an independent institute funded by the Government of Ontario through the Ministry of Colleges and Universities.


**CLOSING DATE**:Until Filled**
- The Ontario Institute for Cancer Research thanks all applicants. However, only those under consideration will be contacted._

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