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CV Bank — Human Resources
Sorry, the application deadline for this position was 2/11/2020

Reference Number: 000001282
Posted Date: 1/7/2020
Closing Date: 2/11/2020

Department: LTRI
Position: Administrative Assistant

POSITION TITLE Administrative Assistant
HOURS OF WORK 37.5 hours per week
REPORTS TO Principal Investigator


The Lunenfeld-Tanenbaum Research Institute of Mount Sinai Hospital, a University of Toronto affiliated research centre, is one of the world's leading centres in biomedical research.  With ground-breaking discoveries in research areas such as diabetes, genetic disorders, cancer and women’s and infants’ health, the Institute is committed to excellence in health research and the training of young investigators.  Strong partnerships with the clinical programs of Mount Sinai Hospital ensure that scientific knowledge is used to promote human health.  Your significant contributions will assist in maintaining our momentum in advancing our research.


The Administrative Assistant will be responsible for providing administrative and operational support to his/ her assigned Principal Investigators.  The successful candidate will develop and maintain an understanding of the priorities and objectives of the Institute while performing administrative tasks related to Human Resources, billing and finance, grant administration, communications, general office administration, meeting coordination, managing the Principal Investigators’ calendars, and other duties as assigned.  The Administrative Assistant will work closely with the senior management team and other key stakeholders, including member-hospitals, researchers, vendors, professional affiliates, and employees to ensure his/ her assigned labs meet various mandates and other initiatives.


  • Coordinates, schedule and organize a wide variety of regular and ad hoc meetings, take minutes, follow-up on action items, assist with preparing agendas and meeting material.
  • Prepare written correspondence, reports, presentations, regulatory compliance documents, etc., as well as maintain research laboratories’ websites.
  • Coordinate travel arrangements for the Principal Investigators, as well as prepare and follow-up on expense claims.
  • Assist Principal Investigators with the preparation of grant proposals and manuscripts using Endnotes for references.
  • Monitor and analyze research accounts as assigned (e.g. monitor account transactions, identify variances, prepare expense reports, pay invoices, prepare reimbursements, etc.).
  • Invite speakers to visit the Institute from around the world, organize their itineraries, including booking hotel/ meeting rooms.  Prepare reimbursements and honorariums for invited guests.
  • Update timesheets on payroll system, follows-up and troubleshoots issues.
  • Monitor and orders office supplies, as well as ensure office equipment are in good working order (i.e. photocopier, printer, etc.).  Liaise with MSH on infrastructure issues, such as telephone, IT, etc.
  • Other duties as assigned by Principal Investigators or Manager


  • Post-secondary education in business administration or a related discipline.  A background in science is an asset as is familiarity with grant-funded research. 
  • A minimum of two years of related work experience is required. Experience working in a research environment would be an asset
  • Demonstrated expertise in Endnotes and Microsoft Office (i.e. Excel, PowerPoint, Word, and Access) are essential.  Additional software knowledge such as Adobe Professional, Illustrator, Photo Shop, Microsoft Project, etc. would also an asset.  Must be internet savvy. 
  • Must have exceptional interpersonal and communication skills (both verbal and written).
  • Demonstrated excellence in organizing and prioritizing workflow with the ability to multi-task and take initiative.
  • A high level of professionalism, discretion and diplomacy, along with the ability to work in a collaborative team environment is required.   


Posting open until February 11, 2020. We thank all candidates for applying. Only those selected for an interview will be contacted.

Hours: 37.5 hours of work

Contact Name: Online
Contact Email: Online
Contact Phone: Online
Contact Fax: Online


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