Administrative Coordinator

5 months ago

Toronto, Canada OICR Full time

**About OICR**

OICR is Ontario’s cancer research institute. We bring together people from across the province and around the world to improve the lives of everyone affected by cancer. We take on the biggest challenges in cancer research and deliver real-world solutions to find cancer earlier and treat it more effectively. We are committed to helping people living with cancer, as well as future generations, live longer and healthier lives.

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

**Job Details**

Position: Administrative Coordinator

Location: MaRS Centre, Toronto

Department: Executive Office Team

Reports To: Manager, Executive Office

**Salary**: Commensurate with level of experience; total compensation includes a competitive benefits plan, plus a defined benefit pension plan (HOOPP)

Hours: 35 hours/week

**Job Type**: Hybrid (1-3 days per week on-site)

Status: Full-time, Permanent

**Position Summary**

The Ontario Institute for Cancer Research (OICR) is seeking a professional, reliable, and diligent Administrative Coordinator to support the Executive Office Team. The Administrative Coordinator will provide full administrative support to the Executive Office Manager and Head, Strategy, Governance and Partnerships while maintaining a high standard of professionalism, confidentiality and teamwork. Strong interpersonal, organizational and customer service skills are essential for success in this role.

**Position Responsibilities**
- Provide general administrative support to the Head, Strategy, Governance and Partnerships and Executive Office Manager.
- Support meetings by proactively collecting agenda items, establishing agendas, assembling material for distribution, and preparing minute templates. Assist with booking boardroom, arranging catering, set up and tear down of boardrooms, etc.
- Manage pre-approval process to ensure guidelines are met, by being a policy expert, reviewing and providing feedback to those seeking executive approval.
- Assist Head, Strategy, Governance and Partnerships with OICR’s Liaison Committee meeting (OICR’s funding source - Ministry of Colleges and Universities) by scheduling meetings, liaise with Ministry staff, prepare, and distribute background material for meetings, and take minutes.
- Assist Executive Office Manager with administrative tasks of President & Scientific Director and Executive Vice President and Head of Implementation Science.
- Provide administrative support for OICR Board of Directors and Board Committee
- Manage signature request process.
- Organize complex travel arrangements using Travel Edge/Concur.
- Following OICR’s policies, coordinate, process, and track the submission of invoices and expenses, prepare monthly expense reports and reconcile monthly purchasing cards using Certify.
- Collect and prepare monthly Rogers invoices for approval by the Executive Office Manager.
- Manage professional memberships and subscriptions.
- Maintain accurate record of talks, publications, and information for curriculum vitae.
- Maintain electronic and manual files in accordance with OICR policies and procedures.
- Provide back-up support to the Executive Office’s Administrative Assistant, as needed.
- Provide reception coverage, as needed.
- Attend monthly Administrative Council meetings.
- Ability to flex workday hours to meet intermittent special events or tasks (e.g., logistics associated with meetings, deadlines associated with budget or operational reviews, etc.).
- Performing other duties consistent with the job classification, as required.

**Qualifications**
- Experience in a comparable administrative role.
- Completion of a recognized post-secondary Office Administration Program (College diploma) preferred or recognized equivalent.
- Advanced proficiency in computer software, e.g., MS Word, Outlook, Excel.
- Demonstrates exemplary customer service skills and good judgment.
- Excellent organizational and problem-solving skills; quality and detail-oriented.
- Excellent verbal and written communication skills.
- Strong internal and external relationship management skills, ability to interact and work professionally and effectively with staff and vendors.
- Ability to work well under pressure, prioritize and multi-task within a fast-paced environment.
- Self-motivation and initiative.
- Adaptability, flexibility, diplomacy and tact.

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

**POSTED DATE: June 28, 2024**
**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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