| POSITION TITLE |
Administrative Coordinator |
| DEPARTMENT |
LTRI |
| EMPLOYMENT TYPE |
Regular, Full-Time |
| HOURS OF WORK |
37.5 hours per week |
| EMPLOYEE GROUP |
Non-Union |
| REPORTS TO |
Principal Investigator and Director, Research Impact & Strategic Communications |
ORGANIZATION DESCRIPTION:
The Lunenfeld-Tanenbaum Research Institute of Mount Sinai Hospital, a University of Toronto affiliated research centre, is one of the world's leading centers 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.
POSITION OVERVIEW:
The Administrative Coordinator will be responsible for providing administrative and operational support to Principal Investigator and Director, Research Impact & Strategic Communications 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, and other duties as assigned. The Administrative Coordinator will work closely with the senior management team and other key stakeholders, including member-hospitals, researchers, vendors, professional affiliates, and employees to ensure various mandates and other initiatives are met.
DUTIES & RESPONSIBILITIES:
Approximately 75% of the workload under the Principal Investigator
- 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 websites (SharePoint)
- Assist Principal Investigator with the preparation of grant proposals, manuscripts, REB and Canadian common and University of Toronto CV updates.
- Monitor and analyze research accounts assigned (e.g. monitor account transactions, identify variances, prepare expense reports, pay invoices, prepare reimbursements, P-card submission etc.)
- Coordinate travel expense reimbursement and follow-up on expense claims.
- Create graphics and figures for power point presentations.
- Organize visiting speaker itineraries, including booking hotel/ meeting rooms.
- Prepare reimbursements and honorariums for invited guests.
- Update timesheets on payroll system, follows-up and troubleshoots issues.
- Coordinate and manage lab meeting schedule, lab roster and office supplies inventories (lab and office)
- Complete lab supplies orders, prepare paperwork for FedEx and World Courier Shipments
- Attend to e-requisitions and internal portal updates (Bioraft and Infinity X)
- Liaise with MSH on infrastructure issues, such as telephone, IT, etc.
- Other duties as assigned by Principal Investigator and Director
Approximately 25% workload for Director, Research Impact & Strategic Communications
- 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
- Create graphics and figures for communications materials (e.g. event posters, social media, newsletters).
- Proofread and upload content to external and internal website
- Prepare and organize research support documentation and content on internal website (SharePoint)
- Other duties as assigned by Principal Investigator and Director
QUALIFICATIONS & SKILLS:
- 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, SharePoint) are essential. Additional software knowledge such as Adobe Professional, Illustrator, InDesign, Photo Shop, Microsoft Project, etc. would also be 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.
Salary range: $62,395 - $70,845
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. Successful candidates will be required to provide two (2) written reference letters from their former employer(s)/supervisor(s).
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.
Our hiring process uses job posting portals that screen for relevant keywords, followed by a review from a human recruiter.
| Posting open until January 2, 2025. We thank all candidates for applying. Only those selected for an interview will be contacted. |
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