Administrative Assistant, Nhki, Ft

4 weeks ago


St Catharines, Canada Niagara Health System Full time

Reporting to the Executive Director and Chief Scientist, Niagara Health Knowledge Institute (NHKI), the incumbent will provide confidential and complex administrative support to the NHKI Executive Director and Chief Scientist, Research Manager, Research Coordinators, researchers and their associated portfolios. The incumbent will also assist in promoting the NHKI portfolio to our local communities and our national partners. The incumbent will establish and maintain credible and effective working relationships with internal and external contacts, executive administrative assistants, physician leads and research staff of clinical research programs, communications, finance, human resource, and management team members. The incumbent must have a positive attitude and superior communication skills necessary to maintain Niagara Health's core values. The incumbent will work with our ICT team to obtain relevant access for researchers, they will make necessary arrangements for travel and conference registrations. The incumbent will support NHKI Research Manager and clinical research staff at the time of Health Canada audit. They will also assist with the onboarding of NHKI staff.
DUTIES AND RESPONSIBILITIES
- Set up and maintain various databases to track research output (e.g. grants, conference presentations, manuscript publications), research ethics submissions, research agreement, research training, etc.
- Provides administrative guidance with all research ethics board submissions including inquiries, manage all research agreements (follow up on outstanding agreements, obtain wet ink signatures from NH executives, upload executed research agreements, etc.)
- Develop researcher training tracking system
- Coordinates and maintain NHKI leadership team's electronic calendars and to manage meetings (in-person, virtual or hybrid) bookings with internal and external partners
- Coordinates (set up and circulate meeting invites, agenda, etc), attend and take minutes for all committee meetings (e.g. NHKI Advisory Committee, NHKI Research Subcommittee, etc) and some project meetings
- Ensures accuracy, completeness and appropriateness of all materials
- Supports NHKI Research Manager and clinical research staff at the time of Health Canada audit
- Collaborates with the NH communications team by supporting with design and produce promotional materials for the NHKI including logos, infographics, newsletters, brochures, annual reports and social media posts
- Collaborates with the NH communications team by supporting event planning (tight timeline management, coordination with external vendors, material sourcing, budgeting, etc.) to plan, organize and coordinate various NHKI events including Research Day and fundraising events.
The responsibilities described above are representative and are not to be construed as all-inclusive.
COMPETENCIES AND ATTRIBUTES
- Proficient in Microsoft Suite (Access, Words, Excel, PowerPoint, Outlook, Teams)
- Broad knowledge in Adobe Design Suite and Canva Suite
- Proficient in photography (shooting and editing photos)
- Proficient in social media platform including Meta Business Suite (Facebook, Instagram), Twitter/X, LinkedIn
- Proficient in backend webpage content management to, in collaboration with the NH communications team, maintain and update the NHKI webpage.
- Ability to anticipate needs and prioritize competing priorities efficiently

**QUALIFICATIONS**:

- A minimum of five years administrative and marketing work experience.
- Demonstrated ability to handle a large and diversified workload with often rapidly changing priorities and challenging deadlines.
- Demonstrated proficiency in minute-taking.
- Demonstrated proficiency in Microsoft Suite, Adobe Design Suite, Canva Suite, Meta Business Suite, Twitter/X, LinkedIn, etc.
- Demonstrated proficiency in photography (including shooting and editing photos).
- Demonstrated proficiency in event planning, coordination and management.
- Demonstrated proficiency in design and preparation of newsletters, brochures, reports, presentations and infographics.
- Demonstrated proficiency in communicating messages via various social medial platform including Facebook, Instagram, Linkedin, Twitter/X, etc.
- Demonstrated proficiency in setting up and tracking complex databases.
- Evidence of effective organizational, interpersonal, communications, judgment, decision-making, and conflict resolution skills.
- Ability to work effectively within a multi-disciplinary team.
- Flexible, self-directed, motivated and able to work proficiently with mínimal supervision.
- Consistent and regular attendance required.
- Ability to share a portfolio of previous work to demonstrate proficiency in graphic designs, photography, event planning, etc.
- Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption based on medical or on a ground pursuant to the Ontario Human Rights Code
Recruitment Specialist: Carrie Garritsen
- We are especially



  • St. Catharines, Canada Niagara Health System Full time

    Reporting to the Director of Oncology and Palliative Care, the incumbent will provide confidential administrative support, establish and maintain credible and effective working relationships with internal and external contacts, executives, and management team members. Within the role, the incumbent will exercise good judgement and independence in the...


  • St. Catharines, Canada Extendicare Full time

    **Job Description**: Personal Support Worker (PSW) Job POSTING PERMANENT FT POSITION At Extendicare, we believe that working as a team and celebrating achievements creates an environment that allows us to reach our potential. As a valued member of our PSW team, you will provide direct care to residents in accordance with policies, procedures and work...


  • St. Catharines, Canada Extendicare Full time

    **Job Description**: Personal Support Worker (PSW) Job POSTING PERMANENT FT 70.00 HR POSITION At Extendicare, we believe that working as a team and celebrating achievements creates an environment that allows us to reach our potential. As a valued member of our PSW team, you will provide direct care to residents in accordance with policies, procedures and...


  • St. Catharines, Canada Extendicare Full time

    **Job Description**: Personal Support Worker (PSW) Job POSTING PERMANENT FT 70.00 HOUR POSITION At Extendicare, we believe that working as a team and celebrating achievements creates an environment that allows us to reach our potential. As a valued member of our PSW team, you will provide direct care to residents in accordance with policies, procedures and...


  • St. Catharines, Canada Niagara Health System Full time

    **Job Details** - Job Title: - MANAGER, RADIATON THERAPY, FT - Posted Date: - 2023-05-25- Closing Date: - None specified- Functional Discipline: - DIAGNOSTIC SERVICES **VACANCY DETAILS** VACANCY NUMBER: 32943CC JOB TITLE: MANAGER, RADIATION THERAPY, FT STATUS: FULL TIME DEPARTMENT: RADIATON ONCOLOGY LOCATION: ST. CATHARINES SITE HOURS OF WORK: 75 HOURS PER...


  • St. Catharines, Canada Niagara Orthopedics Full time

    Administrative Assistant to join 2 other administrative assistants employed by a group of 4 orthopaedic surgeons. Duties will include: **Salary**: $19.00-$20.00 per hour **Benefits**: - Paid time off Schedule: - 8 hour shift Supplemental pay types: - Bonus pay **Education**: - Secondary School (preferred) **Experience**: - Front desk: 1 year...


  • St. Catharines, Canada Niagara Region Transit Full time

    **Job Summary** Reporting to the Deputy General Manager, Planning & Performance, the Administrative Assistant is responsible for providing administrative support to the Deputy General Manager. Working in a confidential mission-driven, results-focused, and community oriented environment, the Administrative Assistant performs a variety of administrative tasks...


  • St. Catharines, Canada Manulife Securities Incorporated Full time

    **Job details** **Job type** Part time with the possibility of full time **Full Job Description** We’re building a relationship-oriented business for the modern world. We need a talented, passionate professional who is dedicated to doing what’s right for our clients. **What you'll be doing** Raimondo Wealth Management is a full-service brokerage...


  • St. Catharines, Canada MicroAge Technology Services Inc. Full time

    **Summary**: Administrative Assistant duties and responsibilities will include providing administrative support to ensure efficient operation of the office. Supports the Operations Manager and company through a variety of tasks related to organization and communication. The Administrative Assistant is responsible for confidential and time sensitive...


  • St. Catharines, Canada St. Catharines Public Library Full time

    **Job Posting** **Posted**: Friday, December 1, 2023 **Closes**: Monday, December 18, 2023, 5:00 pm **Administrative Assistant, Administration** **( FU LL- T IME) EXEMPT** **Job Summary**: This position reports to the CEO and provides confidential administrative support to the CEO, Human Resources Manager, Business Administrator and Library Board. This...


  • St. Catharines, Canada Niagara Health System Full time

    The Medical Physics IT Systems Administrator will provide front-line maintenance and support for all key radiation oncology systems. These systems include: CT simulator control system; radiation treatment planning systems; radiation oncology information system; linear accelerator control and imaging systems; patient motion management system; radiotherapy...


  • St. Catharines, Canada Jordan Architectural Full time

    **Role** - Keeps the office running smoothly and efficiently. **General Duties** - Manages incoming phone traffic, distributing calls to appropriate parties. - Sorts and distributes inbound hard copy mail and couriered items. - Files electronic and hard copy non-project documents. - Monitors and replenishes office and kitchen supplies. - Monitors and...


  • St. Catharines, Canada HAMPTON TERRACE CARE CENTRE Full time

    **Office Administrator/Assistant** We are seeking an Office Administrator/ Assistant to support our Managing Director. The Office Administrator/ Assistant will be responsible for all aspects of the Managing Directors daily life. This includes organizing, filing, record keeping, accounting/bookkeeping, and general administrative tasks. The Office...


  • St. Catharines, Canada Shabri Properties Limited Full time

    **Administrative Assistant** Shabri Properties Ltd. started as a family business in the Niagara Region and now with more than 40 years of experience it has become one of the leading residential property management firms in the area. Our portfolio consists of a variety of condominium high rise, towns, land lease, apartments and more with over 9000 homes in...


  • St. Catharines, Canada Leadership Niagara Full time

    Overview: **Responsibilities**: - Provide administrative support to the executive team, including scheduling meetings, managing calendars, and handling correspondence. - Lead social media marketing - Maintain accurate records and files, both electronic and physical, ensuring they are easily accessible and up-to-date. - Coordinate logistics for events,...


  • St. Catharines, Canada Progressive Mechanical Ltd Full time

    **Administrative Assistant** **Skills**: - Excellent verbal and written communication skills - Strong interpersonal skills - Ability to multi-task in a fast-paced environment - Strong organizational skills with the ability to prioritize and manage multiple tasks effectively - Ability to work independently and as part of a team - Proficiency in Microsoft...


  • St. Catharines, Canada City of St. Catharines Full time

    **Summary**: Reporting to the office of the Chief Administrative Officer and taking day to day direction from the Mayor and the Mayor’s Chief of Staff, the Administrative Assistant is responsible for providing confidential administrative, logistics and communications support for the Mayor. By coordinating the Mayor’s schedule, handling incoming...


  • St. Catharines, Canada Niagara Health System Full time

    Reporting to site directors, the incumbent will provide confidential administrative support, establish and maintain credible and effective working relationships with internal and external contacts, executives, and management team members. Within the role, the incumbent will exercise good judgement and independence in the performance of complex administrative...


  • St. Catharines, Canada Milner and Pailing Psychology Full time

    Administrative Assistant Job Description - Full-Time Permanent Position The Administrative Assistant contributes to the efficient day-to-day operations of the Milner and Pailing Psychology office. Milner and Pailing Psychology provides psychological services to clients with neuropsychological and rehabilitation needs. The Administrative Assistant is...


  • St. Catharines, Canada Bayshore HealthCare Full time

    Job Description Bayshore HealthCare is one of the country’s leading providers of home and community health care services and is a Canadian owned company. Bayshore HealthCare is proud to showcase its achievement as a Platinum member of Canada’s Best Managed Companies Program every year since 2006. In 2015, Bayshore achieved the designation for Best...