Research Program and Project PIA Coordinator

Overview ICES is a world-leading health research and analytics institute. With a wealth of data and analytic expertise, we create trusted evidence that has changed health policy and practice and helps ensure better health for all. Ready to discover more with us? Join our outstanding, collaborative team where your skills, knowledge and curiosity are valued and can change the future of health care. At ICES, we recognize what matters most to our employees. Some of the great benefits of working at ICES include: Flexible remote work arrangements anywhere in Ontario Competitive Compensation Employee Assistance Program and Dialogue Well Being Program Generous vacation, float, and caregiver days for all employees Education Fund and Dedicated Education Days Holiday Closure Perkopolis Employee Discount Program Introduction ICES is seeking a Research Program and Project PIA Coordinator to join the Data and Analytic Services department. The Research Program and Project PIA Coordinator is a member of the Department and serves as the primary contact and liaison for the Department and the Director, Data and Analytic Services (DAS). The Research Program and Project PIA Coordinator manages central intake functions for the department (both centrally and for satellite sites ). In addition, the Research Program and Project PIA Coordinator is responsible for the general information management for the Department through the maintenance of project logs and completion of project documentation. The Research Program and Project PIA Coordinator provides operational and research support for the Department. This includes managing project, and financial processes for the Department, overseeing the documentation needed to support the Department’s reporting responsibilities and participation in Departmental initiatives. They will participate in the preparation of annual reports and other documentation of the Department’s activities, as required. Responsibilities Responsibilities of the position include, but may not be limited to: The Research Program and Project PIA Coordinator provides support to the Department including organizing and coordinating the department meetings and portfolio-specific meetings; Reviewing and conducting Privacy Impact Assessments on ICES and Third Party Research Projects; Being accountable to the Managing Privacy Counsel, Manager Privacy Services for work and processes related to reviewing and conducting Privacy Impact Assessments on ICES projects; As the central intake person for the department, the Research Program Coordinator is responsible for: Tracking project information in the information management system and/or other administrative databases, and collating project information and/or reports for planning and reporting purposes, as required; Managing the submission and review process for Third Party Research requests and/or AHRQ proposals; Facilitating and contributing to the project initiation process including the completion of project documentation where required; Developing and providing reports on project metrics and recommending strategies to improve service levels; Together with the DAS Project Managers and Research Program Manager, acting as a central resource for information for external stakeholders, faculty and staff within the ICES research programs as well as for other departments, including the ICES satellite sites; Managing the intake and onboarding process for Third Party Researchers; Developing and documenting efficient and effective processes to facilitate optimal functioning of the department; Working closely with the DAS Project Managers, Research Program Manager and Director to ensure project documentation and information is appropriately completed and tracked through the research project lifecycle. Responsibilities include: Creating and maintaining the SharePoint sites; Preparing meeting agendas and any required background/resource material; producing and distributing minutes and following up on action items; Preparing materials and slide presentations for conference/workshops/special projects as required; Tracking project expenditures and preparing expense reports; Providing backup support for other members of the Research Program Coordinator team when required; Coordinating the Department change management process; including communications and notifications associated with change management across the ICES network and to external stakeholders; Responsible for ensuring compliance with ICES policies with respect to project initiation and onboarding of Third Party Researchers; Responsible for ensuring compliance with ICES policies, and local administrative procedures related to business continuity and emergencies and associated escalations and notifications; Coordinating technology, other equipment and service needs and purchases with the appropriate departments as needed such as IT, finance, and procurement; Responsible for ensuring the ICES intranet and internet content related to DAS, is accurate and updated regularly; Assisting the DAS Research Project Manager and Director with recruitment, onboarding, and orientation of new staff; Other duties as may be assigned within the scope of this position. Knowledge, skills, and abilities required Bachelor’s degree in Business Administration, Health Sciences or related field, Master’s degree preferred; Minimum 5 years of experience in a research or academic setting; Fully proficient in the use of MS Office software (Word, Excel, PowerPoint, and Outlook) Internet Explorer, Reference Manager, as well as the ability to work with databases; Careful and critical organizational, interpretive, problem-solving, and analytical skills; Maintaining strict confidence as required when interacting with stakeholders; Superior organizational and time management skills to manage and prioritize workload; Superior communication (both verbal and written), listening, and interpersonal skills; Ability to work accurately and effectively under pressure, meet deadlines, and remain composed in high-pressure situations; Ability to compile survey results and other data and create reports; Ability to generate a coherent, concise report in order to facilitate the reporting requirements of the Department; Computer and office skills including spreadsheet/database management. Ability to adapt to changing technology and implement new developments to increase productivity; Ability to adapt quickly to changing circumstances, with the ability to manage priority conflicts and make accommodations on an independent basis, while keeping within the guidelines and goals of ICES. This full-time opportunity is for an existing vacancy at ICES Central. The annual salary range for this role is $63,000 - $79,000. Successful candidate must reside within Ontario while working under our remote flex model and be able to come into the office when required from time to time. Security clearance may be required. Interested candidates should submit their resume and cover letter detailing how their knowledge, skills and abilities match the scope of this position. ICES is committed to ensuring equity in employment. Our goal is to attract, develop, and retain highly talented employees from diverse backgrounds allowing us to benefit from a wide variety of experiences and perspectives. ICES strongly encourages applications from candidates from equity-deserving communities including but not limited to First Nations, Métis, Inuit, Black and racialized, 2SLGBTQIA+, and persons with visible and non-visible disabilities. ICES is committed to providing accessible employment practices, in compliance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). Applicants are asked to make accommodation requests to ICES and we will make every effort to ensure that accommodation requests are met throughout the recruitment process. We thank all applicants for their interest in working at ICES. Due to the volume of applications received, only applicants being considered for the position will be contacted for further discussions. #J-18808-Ljbffr