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Reference Number: 000001610
Posted Date: 2/23/2022
Closing Date: 5/20/2022

Department: NHOB Emergency Services
Position: Administrative Assistant

POSITION TITLE Administrative Assistant
DEPARTMENT NHOB – Emergency Services
HOURS OF WORK 37.5 Hours Per Week
REPORTS TO Principal investigator

Job Description

The Schwartz/Reisman Emergency Medicine Institute (SREMI), a partnership of Mount Sinai Hospital and North York General Hospital, as well as the Schwartz/Reisman Emergency Centre (SRMC) is searching for an Administrative Assistant to support both the center and the Institute in becoming a preeminent international leader in emergency medicine clinical research, continuing medical education, training and public policy.

In this role, the SREMI Administrative Assistant will be expected to exercise sound judgment and independence while managing the day-to-day related administrative activities required for all divisions within the department. You will possess an excellent understanding of the issues facing a large, diverse, and complex medical department in an Academic Teaching Hospital, as well as demonstrate a strong commitment to quality customer service, applying excellent problem solving and communication skills. You will work under the supervision of the Research Director for the department.


The Administrative Assistant will be responsible for:

  • Coordinate and organize SREMI events and reservation bookings
  • Provide general administrative support to SREMI staff including coordinating meetings, taking meeting minutes when required, organizing grant submissions (collating and maintaining and organizing documents) and other administrative duties as required
  • Manage the office space (ordering supplies, handling keys, dealing with issues that may arise)
  • Organize Research Ethics Board (REB) documents (draft letters for REB submissions, photocopying, ensuring online copies are up to date, etc.)
  • Assist in compiling and designing the SREMI annual report
  • Assist with organizing the annual Emergency Department Administrative Conference
  • Manage the SREMI website
  • Organize an extensive list of studies, including grant timelines, enrollment targets, REB status, etc.
  • Assist with research assistant/summer student orientation (NARFs, badges, training, etc.)
  • Update and organize SREMI scientists’ CVs for promotion documents
  • Assist with cheque requisitions and expense reimbursements, as required
  • Liaise with Human Resources/Finance with regards to contracts and processes
  • Perform other related duties as assigned

Job Requirements

  • Successful completion of a college diploma in a relevant field from an accredited educational institution
  • Minimum of five (5) years of recent and related experience (working in a teaching/health environment preferred)
  • Applicants with proven equivalent recent and related training and experience may be considered
  • Proficient in Microsoft Word, Excel, Power Point, Outlook
  • Proficient in Adobe, InDesign
  • Strong work ethic; positive, client focused attitude; superior professionalism; dependability and reliability; demonstrated commitment to providing outstanding customer service
  • Superior written/oral communication and presentation skills; excellent interpersonal and relationship building skills; ability to effectively convey factual information and detailed explanations
  • Excellent time management, organizational and self-planning skills displaying flexibility by adjusting work schedules according to changing priorities, meeting demanding deadlines and producing high quality work
  • Demonstrated ability to make decisions, exercise good judgment, discretion and initiative when dealing with confidential information and/or in responding to inquiries
  • Demonstrated satisfactory work performance and attendance history


In accordance with Institute’s policy and legislated health and safety requirements, employment is conditional upon the verification of credentials, completion of a health review, and demonstrating proof of immunity and vaccination status of vaccine-preventable diseases. All employees and affiliates will follow safe work practices and comply with health and safety policies, procedures, and training. Successful candidates will be required to provide two (2) written reference letters from their former employer(s)/supervisor(s).

To ensure the safety and wellbeing of all our people and patients, Sinai Health has made it a priority to support everyone in getting vaccinated against COVID-19. Consistent with this, our Staff Immunization & Surveillance Policy was recently updated to include the requirement for full vaccination – currently defined as receiving two doses and serving a 14-day waiting period following the second dose – in order to be able to work at Sinai Health. To be compliant with our updated Policy, you must provide proof of dual COVID-19 vaccination, as indicated on the Prospective Immunization and Surveillance Policy Information Sheet, in order to be eligible for employment at Sinai Health. If you believe you are one of the very few people who may require an exemption from vaccination, supporting medical information must be submitted to our Occupational Health department, who will review and assess.

We are a fully committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Sinai Health community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.

The Lunenfeld-Tanenbaum Research Institute is a scent sensitive environment, and all members of the community are expected to refrain from wearing or using scented products while visiting or working at the Institute. We also support a barrier-free workplace supported by the Institute’s accessibility plan, accommodation and disability management policies and procedures. Should you require accommodation at any point during the recruitment process, including accessible job postings, please contact the Lunenfeld-Tanenbaum Human Resources Department.


Posting open until May 20, 2022. We thank all candidates for applying. Only those selected for an interview will be contacted.

Hours: 37.5 hours per week

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


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