Administrative Assistant, Nhki, Ft

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
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