Research Engagement Coordinator

Job Description
Position Number:
9262

Position Type:
Temporary Part-Time, 12-month contract

Shift Type:
Day, some weekends

Bi-Weekly Hours:
50 Hours

Location:
Toronto (Hybrid)

Union:
Non-Union

Date Posted:
28th November 2025

About Us
The Rotman Research Institute (RRI) is a premier international centre for the study of human brain function. The primary research focus is on memory and the executive functions of the brain, both in normal aging and in the presence of diseases and conditions, which affect the brain, such as stroke, traumatic brain injury, Alzheimer's disease and other dementias.

The Opportunity
The Recruitment Coordinator is an integral member of the Baycrest Academy for Research and Education (BARE) Community Engagement Team, reporting to the Director, Scientific and Clinical Development.

In this role, you will help advance BARE's mission by promoting its programs and services — including the Brain Health Workshops, Brain Health Assessment, Smart Tracker, and Brain Health Registry — and by conducting in-person and virtual Brain Health Workshops in partnership with community organizations to support participant recruitment.

As part of a multidisciplinary team, the Recruitment Coordinator brings expertise in community engagement and recruitment, working closely with staff at senior and community centres to ensure the effective promotion and delivery of BARE's initiatives.

You will also play a key role in supporting study recruitment efforts by maintaining regular communication with research groups and clinical sites, tracking referral progress, and ensuring accurate, up-to-date information within BARE's CRM database.

Key Responsibilities
Identify

• Create community funnels consisting of centres appropriate for facilitating Brain Health Workshops within targeted regions that include accurate information on address, contact person, current programs running, distance to research site(s), phone number, email, ages, and other relevant information.
• Network and build relationships with the centre coordinators to find additional locations for Brain Health Workshops.

Book

• Connect with centres to schedule in-person and virtual Brain Health Workshops within the assigned region and timeframe. Ensure centres are scheduled strategically according to time and location. Ensure all proper information and materials are provided via email and documented in the CRM Database and BARE calendar accordingly.

Market

• Continually follow up with the centres to ensure that all older adults who signed up for the workshop meet the criteria.
• Provide resources and support to maximize total attendance within each in-person and/or virtual session.

Facilitate

• Professionally represent BARE in assigned regions through workshop presentations.
• Using provided equipment, run Brain Health Workshops virtually and in person at various centres as scheduled.
• Assist the older adults taking Cogniciti's Online Brain Health Assessment and provide them with take-home information on their brain health.
• Ensure that everyone sees the Cogniciti Registry page and has the opportunity to take the Smart Tracker.
• Explain the benefits of participating brain health research and clinical trial studies.
• Ensure all participants understand how to gain access to Cogniciti and related brain health services that become available through Baycrest and promote Baycrest/BARE services during the sessions where appropriate.

Educate

• Increase community awareness of current brain health issues among older adults by providing them with instruction on accessing the resources available on the Cogniciti and Baycrest website. Ensure they understand that content is routinely updated with current findings from Baycrest.

Recruit

• Provide older adults with the opportunity to learn more about participating in a local clinical research study being conducted by one of BARE's clients.
• During in-person workshops, ensure that participants learn about and can sign up to the Cogniciti Brain Health Registry.
• Perform virtual recruiting through Cogniciti's Brain Health Registry and send out e-blasts to brain health registry members fitting inclusion criteria for specified studies including internal BARE studies.
• Maintain an accurate count of qualified referrals and provide referrals in a secure manner to research groups/clinical sites.

Report

• Keep track of all centres contacted, scheduled, and signup numbers during marketing calls and emails (ex, first call, second call, third call), keep track of the number of attendees at each in-person and virtual brain health workshop, and the number of assessments that have been completed.
• Accurately input these Key Performance Indicators (KPI's) into the BARE and CRM Databases.

Site Coordinate

• Coordinate and manage the follow-up activities with respective clinical research sites to understand and update the status of each BARE referral.
• Outline, agree and follow BARE's referral process with each respective clinical research site.
• Ensure all study materials, study protocols, and study ethics are in compliance prior to recruitment.
• Report all status updates to the Director.

Who You Are

• Self-motivated and able to work effectively with minimal supervision.
• An exceptional communicator with strong verbal, written, and interpersonal skills.
• Able to engage and build rapport with older adults with empathy, patience, and respect.
• Professional and confident in meetings and client interactions.
• Collaborative and comfortable communicating across all levels of the organization.
• Highly organized, detail-oriented, and skilled at managing multiple priorities in a fast-paced environment.
• Reliable, proactive, and focused on delivering high-quality results on time.

Qualifications

• Diploma or Bachelor's Degree in Psychology, Social/Behavioural Science, Clinical Research, Gerontology, Public Health, Health Promotion, Cognitive Science, Neuroscience or a related discipline;
• Valid G or G2 Driver's License;
• Ability to lift 50 pounds or less;
• Basic Life Support (BLS) Certification is an asset;
• Minimum of one year experience working in community outreach;
• Minimum of one year of experience working in clinical research and participant recruitment;
• Demonstrated knowledge of pharmaceutical and clinical research studies in Canada, including regulatory requirements, key stakeholders and study processes;
• Ability to proficiently organize and implement community engagement activities within an allocated budget;
• Demonstrated understanding of the challenges and experiences of recruiting older adults from diverse backgrounds for academic and clinical studies;
• Exceptional ability to engage and communicate to groups of people, tailoring communication to suit a specific target group or age range;
• Advanced computer skills including troubleshooting technical difficulties including hotspots, cloud-based word processing, spreadsheets, CRM and database applications;
• Word processing, spreadsheets, calendars and database applications; and
• Basic understanding of protocol design, ethics submission, research analysis and statistical methods.

INTERNAL APPLICANTS:
Current Baycrest employees must apply online through the Baycrest intranet. Applications submitted through the external careers website will only be considered after the internal application process. If you are a current employee and are unable to access the intranet, please contact Human Resources for assistance.

EXTERNAL APPLICANTS:
Please submit your application online by clicking the Apply button below.

Remarkable people of Baycrest Health Sciences

are changing the future of brain health and aging.

Thank you for your interest in joining Baycrest. Only those selected for an interview will be contacted.

Baycrest is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act ('AODA'). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources at or , ext. 2961.

All successful candidates will be required to complete a police reference check/vulnerable sector screen.