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Sorry, the application deadline for this position was 12/3/2023

Reference Number: 000001895
Posted Date: 11/15/2023
Closing Date: 12/3/2023

Department: Lunenfeld Tanenbaum Research Institute
Position: Administrative Assistant

POSITION TITLE  Administrative Assistant
DEPARTMENT  Administration , LTRI
EMPLOYMENT TYPE  Regular Full Time
HOURS OF WORK  37.5 hours per week 
REPORTS TO  Supervisor, Administative Support


The Lunenfeld-Tanenbaum Research Institute (LTRI), Sinai Health is a University of Toronto affiliated research centre. LTRI is one of the world's leading biomedical research institutions.  With ground-breaking discoveries in research areas such as diabetes, genetic disorders, cancer and women’s and infants’ health, the LTRI 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 (PIs).  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.


  • Ensure the Principal Investigator(s) CV, and Common CVs are kept up-to-date on a regular basis.
  • Assist Principal Investigators with the preparation of grant proposals and manuscripts using Online reference libraries such as Zotero and Mendeley.
  • Coordinate travel arrangements for the Principal Investigators, as well as prepare and follow-up on expense claims.
  • Assist Principal Investigators in inviting speakers to visit the Institute from around the world, organize their itineraries, including booking hotel/meeting rooms.  Prepare reimbursements and honorariums for invited guests.
  • Assist with REB submissions and Material Transfer Agreement process.
  • Monitor and analyze research accounts as assigned (e.g., monitor account transactions, identify variances, prepare expense reports, pay invoices, prepare reimbursements, etc.).
  • Update timesheets on payroll system (Dayforce), follow-up and troubleshoot any issues.
  • Maintain and update research laboratories’ websites.
  • Other duties as assigned by Principal Investigators or Supervisor.


  • 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 Microsoft Office (i.e., Excel, PowerPoint, Word, and Access) and Microsoft Teams/Zoom are essential.  Additional software knowledge such as Adobe Professional, Illustrator, Photo Shop, Microsoft Project, Endnote 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.    


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 December 3, 2023. 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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