Administrative Coordinator

3 weeks ago

Toronto, Ontario, Canada Centre for Addiction and Mental Health Full time

Job Summary

The Centre for Addiction and Mental Health (CAMH) is seeking a highly skilled Administrative Assistant to support the INTREPID Lab, a research team focused on tobacco and vaping cessation, chronic disease prevention, and digital interventions. As an Administrative Assistant, you will provide advanced administrative support to the Lead of the INTREPID Lab, ensuring the smooth operation of research studies and projects.

Key Responsibilities

  • Provide complex calendar management, including responding to internal and external inquiries, scheduling meetings, and event coordination.
  • Manage and schedule a complex calendar involving clinical and academic/research-related meeting requests.
  • Book travel, take minutes, organize and maintain filing systems and databases, and assist in the preparation of statistical and financial records and reports.
  • Liaise with other programs and departments within CAMH, as well as external stakeholders and agencies, to facilitate client, program, and environmental needs.
  • Support the preparation of grant applications and various forms of correspondence.
  • Update academic documents, including CVs, with specific formats, and Conflict of Interest forms.
  • Assist with the Scientific Appointment and Promotions processes.

Requirements

  • Post-Secondary Certificate or Diploma or a related discipline.
  • Minimum of 3-5 years of senior-level or academic administrative assistant experience, or an equivalent combination of education and experience.
  • Ability to independently prioritize work effectively and efficiently with minimal supervision.
  • Excellent verbal and written communication skills, superior interpersonal skills, and the ability to demonstrate sound judgment, tact, and courtesy.
  • Demonstrated proficiency in the use of computer software, including Microsoft Word, Excel, PowerPoint, Outlook, Webex, and scheduling software.
  • Ability to take initiative, work under pressure, and deal with conflicting priorities and deadlines while maintaining strong detail orientation.

Preferred Qualifications

  • Experience working with external stakeholders.
  • Experience liaising with the Faculty of Medicine at the University of Toronto and with procedures for academic appointments and promotions.
  • Experience working with clients, staff, and organizations serving diverse groups.
  • Bilingualism (French/English) and/or proficiency in a second language.

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