Project Manager, Scientific Secretariat

6 months ago

Toronto, Canada University Health Network Full time

**Position: Project Manager, Scientific Secretariat**
**Location: MaRS Centre, Toronto**
**Department: Scientific Secretariat**
**Reports To: Associate Director, Scientific Secretariat**
**Salary: Commensurate with level of experience**

**Hours: 35 hours/week**
**Job Type: Hybrid**
**Status: Full-Time, Temporary (18-month contract)**

The Ontario Institute for Cancer Research (OICR) is seeking a Project Manager to support the Office of the Scientific Secretariat. The Project Manager will be responsible for project management, communications, financial management, forms and technology tools creation and testing, and logistics associated with the mandate of the Scientific Secretariat Office. The Scientific Secretariat Office is responsible for the establishment and implementation of review processes associated with all OICR’s strategic research initiatives and is tasked with ensuring that OICR’s review processes, including progress reviews, are robust and conducted with integrity to ensure that funding is allocated fairly, based on merit, to the Ontario cancer research community.

The Project Manager will also assist with the implementation of OICR’s new Talent Mobilization strategy, Scientific College and networking events to support collaboration between College members and the wider OICR community.

The Project Manager routinely liaises with colleagues in OICR’s Research Operations group to ensure that processes that impact and connect the pre-award (Scientific Secretariat) and post-award (Research Operations) lifecycles of OICR’s research funding activities are well defined, adhered to, and improved upon as challenges and opportunities are encountered.

This position is temporary, full-time for 18 - 24 months (depending on start date) to cover a maternity leave.

To learn more about working at OICR, visit our career page.

**The responsibilities include**:

- Develop and execute project plans, including timelines, required resources and dependencies for assigned projects (typically, funding competitions, mid-term and progress reviews, and associated review panel meetings), including assigning activities to an owner(s) and monitoring adherence to timelines.
- Distill meetings into actionable items and follow-through with internal and external stakeholders
- Analyze risks and create and execute risk mitigations plans where required; revise and inform stakeholders, as appropriate
- Track, and seek approval for honorarium payments to reviewers, Scientific Advisory Committee (SAC) members, and panel members and payments to vendors (e.g., catering, ReportNet, etc.)
- Act as a point of contact to the Finance team for all financial matters including expense tracking and budgets
- Develop and present material for review and informational purposes using strong verbal, written, and visualization skills, with the ability to express technical and operational concepts effectively to key external stakeholders (e.g., review panels, SACs) and internal stakeholders including OICR Executive
- Determine requirements/expectations of project stakeholders and develop a communication plan to ensure all are appropriately informed throughout the project lifecycle (including review panels)
- Prepare communications and supporting operational documents in support of panel meetings for delivery to reviewers/SACs and applicants
- Prepare and present summaries for review activities up to the Executive Vice President of OICR, President and Scientific Director of OICR and to Chairs of review panels. Analyze and provide reports on review metrics to OICR Staff and Executive, Review Panels and for possible external communications
- Represent OICR as the primary point of contact for OICR funding reviews. Build and maintain relationships with panel members and committee chairs, ensuring that the needs of these stakeholders are met, while ensuring that OICR’s values are upheld
- Contribute to the writing of the Request for Application Guidelines, particularly as it relates to logístical requirements
- Perform editorial reviews of Scientific Officer reports that document the feedback and outcomes from the panel review meeting
- Conduct all planning for and execute the following as needed for the panel meeting review day(s) and meetings that support the activities of the Scientific Secretariat office, including but not limited to:

- For in person meetings, sourcing venues (typically on-site) and catering, accommodations, and printing
- For hybrid/virtual meetings, managing Zoom logistics and acting as an initial point of contact for troubleshooting and technical issues
- Directing administrative assistant(s) as to the travel, accommodation and transportation arrangements for reviewers and meeting participants
- At the direction of the Associate Director, overseeing and managing the activities of the Scientific Secretariat Administrative Assistant with respect to meeting planning, logistics, and execution
- Sourcing dinner sites (if

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