Research Administrative Assistant II

The Ottawa Hospital Research Institute is the research arm of The Ottawa Hospital – one of Canada’s largest learning and research hospitals. We are proudly affiliated with the University of Ottawa and supported by The Ottawa Hospital Foundation. With more than 2,200 scientists, clinician investigators, trainees and staff, and total revenues of more than $120 million, we are one of the foremost Canadian hospital-based research institutes. Our research spans more than a hundred different diseases, conditions, and specialties with an overall focus on translating discoveries and knowledge into better health.

Job description

The Research Administrative Assistant will contribute to the research activities of the scientist(s) by providing administrative, operational and technical support. The RAA will facilitate the conduct of research projects by preparing funding applications; maintaining calendars and arranging meetings and travel; processing HR paperwork for incoming and current staff; assisting with budgets and financial administration for research project accounts and reimbursement requests; as well as preparing communications and responding to requests. The RAA also carries out general office administration and clerical duties. The RAA serves as an integral part of the research administration process, liaising with both internal departments such as Finance and Human Resources, as well as external stakeholders such as granting agencies and conference organizers. The RAA will excel at managing multiple deadlines while performing all tasks within organizational policies and maintaining confidentiality. As seminar coordinator the RAA will plan, organize and execute educational seminars such as room bookings, catering, speaker coordination, scheduling, registration and budgeting. Handle on site logistics to ensure seamless delivery, acting as the main contact for attendees. Managing all administrative tasks before, during and after the seminar.

Basic Requirements

• Post-secondary degree or diploma
• Five (5) years of related administrative experience
• Strong knowledge of MS Office with intermediate skills in Outlook, Word, and Excel
• Excellent organizational, prioritization, and time-management skills required to coordinate multiple activities.
• Experience coordinating meetings including preparation of agenda, minute taking and dissemination, etc.
• Ability to work in a team as well as independently under minimal supervision
• Demonstrate excellent communication (verbal and written) skills

Preferred Qualifications

• Experience working with research teams and/or in a research environment
• Experience in submitting peer-review grant applications
• Experience in event coordination