Administrative Assistant Permanent Full Time

Compensation Pay Range:
$29.23-$35.87

Summary:
Please send your resume with a cover letter to Julia Lauzon at

Posting # - RI-25-025

Posting Period: June 6 to 20, 2025

POSITION: Administrative Assistant

CHEO Research Institute - Office of Research Services (ORS)

Current Vacancy

TERM: Full-time (FTE 1.0), Permanent

SALARY: $50,000 - $58,000 (will commensurate with skills and experience)

Children’s Hospital of Eastern Ontario Research Institute Inc. (“CHEO RI”) is the research arm of the Children’s Hospital of Eastern Ontario - Ottawa Children’s Treatment Centre (“CHEO”) and an affiliated institute of the University of Ottawa. We acknowledge that Ottawa is built on un-ceded Algonquin Anishinabek territory. The Algonquin Anishinabek Nation have lived on this territory for millennia and we honour them and this land. Their culture and presence have nurtured and continue to nurture this land. CHEO RI also honours all First Nations, Inuit and Métis peoples and their valuable past and present contributions to this land. CHEO is a beloved institution and workplace that is widely recognized for being an anchor in our community. CHEO RI works to create new knowledge and evidence to support CHEO in its provision of world-class care to our children. Our mission at CHEO RI is to connect exceptional talent and technology in pursuit of life-changing research for every child, youth, and family in our community and beyond.

CHEO RI has an immediate requirement for an Administrative Assistant for the Office of Research Services (ORS).

As an Administrative Assistant with the ORS, you will be part of a team that is driving a bold new research strategy and shape a healthier tomorrow at CHEO and beyond. This role is essential in supporting and coordinating the smooth operation of the ORS in its day-to day operations as we collaboratively work towards our strategic goals. You will be valued for your contributions and empowered to grow and succeed in a forward-thinking environment.

KEY RESPONSIBILITIES

ORS Operations Support
- Assist the Director of Research Operations with office space requests and Workspace Committee coordination.
- Coordinate office moves, workspace setups, furniture orders, and renovation requests with the facilities team.
- Manage room access logistics including key distribution and office signage.
- Oversee the booking system for touchdown spaces to support flexible work arrangements.
- Maintain office functionality by ensuring supplies (office and kitchen) are stocked and equipment is operational.
- Support procurement of equipment and technology (e.g., computers, monitors) in coordination with IT and procurement teams.

Communications Support
- Provide administrative support to the Communications Team, including weekly meetings and inbox management.
- Maintain and distribute the Discoveries newsletter; manage distribution list and coordinate PubMed scans.
- Update website content including researcher profiles, publications, news, and recruitment materials.
- Support intranet updates in collaboration with ORS.
- Provide logístical and technical support for Leadership Check-in events (scheduling, AV setup, recordings).
- Coordinate the CHEO RI Swag program twice annually, including communications, ordering, and distribution.

Patient and Family Engagement Program Support
- Provide administrative support for the Patient and Family Advisory Committee (PFAC), including scheduling, and minute-taking.
- Manage PFAC-related purchases and expense claims in Workday.
- Maintain family leader profiles on the CHEO RI website and support onboarding of new members.

General Administrative Support
- Provide administrative assistance to ORS Directors: scheduling, meeting support, minute-taking, and room bookings.
- Manage expense reporting and claims submission in Workday, ensuring compliance and timely processing.
- Maintain and update distribution lists.
- Provide backup support to the Executive Assistant as needed.

Event Coordination
- Organize logistics for meetings and events: scheduling, IS coordination, catering, room setup, and vendor invoice processing.

Perform other related duties as assigned.

QUALIFICATIONS
- High school diploma or equivalent; additional qualifications in office administration or related field preferred.
- Minimum 3-5 year of experience in an administrative, operations or communications role, managing multiple professionals.
- Experience in maintaining multiple calendars, organizing large group meetings, setting agendas, and minute taking.
- Demonstrate high level of attention to details and professionalism.
- Proficiency in computer skills (Microsoft Office 365 and SharePoint).
- Strong organizational skills including time management, prioritization, scheduling and file management.
- High degree of accuracy, proofreading, and detail orientation.
- Profound level of confidentiality and discretion in handling sensitive information, protecting data and respecting privacy.
- Excellent