Research Administrative Assistant II - Medicine - London Health Sciences Centre Research Institute

Posting Period

Open:           March 20, 2025

Deadline:      March 27 , 2025

Non-Union

Job Summary

At London Health Sciences Centre Research Institute (LHSCRI), our teams pioneer discoveries that transform the health of adult and paediatric patients around the world. As the research institute of London Health Sciences Centre (LHSC), we conduct research where patient care is delivered, working alongside patients, families, health-care providers and academic partners like Western University. We are leaders in advancing the understanding, diagnosis, treatment and management of diseases and health conditions through a diverse research program that ranges from laboratory-based science to clinical trials. Our research has a global impact as we build on LHSC's 150-year legacy of health innovation and drive forward medical breakthroughs that make a difference in the lives of patients and their families. 

This Research Admin Assistant 2 position assists the Medicine physicians to administer both national and international clinical studies, along with locally initiated projects.

The Research Admin Assistant 2 supports the Research area with management of leader/team calendars provided administrative support in organizing the research office. Responsibilities may include answer enquires; triaging and directing to research staff as appropriate with discretion and judgement of urgency. Maintains office inventory. Maintains up-to date records and files of all research admin duties and research. Verifies/reconciles financial reports, investigates/reports and discrepancies; Initiates payment of all expenses incurred. The Research Admin Assistant 2 will support orientation and onboarding of new research staff and students. 

This role liaises with research and clinical staff and external stakeholders in the conduct of research studies while ensuring compliance with the research study protocol and research policies and regulatory requirements. 

Rate of Pay:                            $27.43-34.28

Hours of Work:                      Temporary Full-Time - 37.5 hours per week

Duration:                                1 year contract, with the possibility of renewal 

Teaching, Learning and Research 

London Health Sciences Centre is proudly one of Canada?s largest acute-care teaching and research hospitals. LHSC has an unwavering commitment to lifelong learning, with education agreements in collaboration with over 55 schools, hospitals, and community agencies from across Ontario, Canada and internationally; among our many education partners, our three regional partners are Western University, Fanshawe College, and Thames Valley District School Board. LHSC provides students with a place that they can learn and discover knowledge and skills to take them forward in their careers as health care professionals. Approximately 2,900 Nursing, Health and other students ranging from secondary school to university graduate level programs receive training at LHSC every year. As an employee of LHSC, you will be expected to engage in role-related teaching, professional development, and research activities in addition to standard position duties and responsibilities. 

RESPONSIBLITIES AND ACCOUNTABITIES 

• Maintains leader/team calendar(s); Schedules meetings, appointments and special events, etc.

• Scheduling and attending research meetings, as well as keeping agenda items, and generating minutes.

• Answers inquiries independently; maintaining confidentiality as appropriate

• Triages and directs calls/emails and queries to the appropriate team member; having the discretion and judgement to determine urgency

• Maintaining documentation binders pertaining to research study participants and projects. 

• Clerical functions related to office supplies, mail, filing and equipment; overseeing inventory, purchases, services, etc

• Updates the staff lists and research project lists/summaries on organization
• Administers/monitors research related billing procedures and financial transactions such as invoicing, cheque requisitions and expense tracking /reporting. Prepares the research group?s operating budget.

• Reconciles received goods against orders to verify accuracy 

• Maintains up-to-date records and files of all research administrative duties 

• Supports project reporting 

• Keeping track of orientation, training and timekeeping of research staff and students. Including maintaining office compliance documents for all staff and students.

• Assists with onboarding new staff members (research coordinators and work study students) including providing the necessary paperwork

• Participates as a team member in project management 

Qualifications

• Completion of a two-year full-time specialization post-secondary in relevant area of study or equivalent education and experience required

• Two years of experience working in an office setting

• Proven flexibility with a high level of initiative and self-direction

• Experience with electronic data capture systems is an assist 

• Ability to collaborate with researchers and hospital staff 

• Knowledge of the phases of a research and project cycle an assist

• Knowledge of Microsoft Office Suite 

• Ability to work effectively both independently as well as part of a team 

• Problem solving skills

• Ability to follow processes with a strong attention to detail

• Excellent verbal and written communication skills

• Developed organizational skills with the ability to set priorities to meet deadlines for multiple projects
• Demonstrated knowledge of and commitment to the principles of patient and family centred care
• Demonstrated knowledge of and commitment to patient and staff safety at LHSC
• Demonstrated ability to attend work on a regular basis

If interested in this role, please apply with a resume that outlines all current and previous experience relevant to the position. 

We are committed to providing a safe, healthy and inclusive work environment that inspires respect. LHSC is committed to employment equity and diversity in the workplace and welcomes applications from equity-denied groups including Indigenous people, racialized people, women, persons with disabilities, and 2SLGBTQIA+ persons. LHSC is also committed to ensuring an accessible and inclusive recruitment process. Upon individual request, we will endeavor to remove any barrier to the hiring process to reasonably accommodate candidates, including those with disabilities, while maintaining a fair, consistent and equitable recruitment approach. Should any applicant require accommodation through the application, interview or selection processes, please contact Recruitment Services at 519-685-8500, extension #34321 or recruitment@lhsc.on.ca . 

As part of the selection process applicants may be required to complete an examination or test. Please be advised that a reference check may be conducted as part of the selection process. 

Your interest in this opportunity is appreciated. Only those applicants selected for an interview will be contacted. Successful candidates, as a condition of job offer, would be required to provide a satisfactory police information check (original document) completed in the last 6 months. 

Work/Study Permit

Please be advised, if you are seeking employment on a temporary work or study permit we recommend reviewing work permit restrictions as it applies to healthcare organizations in Canada. As per the Government of Canada, LHSC is considered a hospital/healthcare organization, even if an employee is functioning in a non-patient facing role. Individuals on a work or study permit seeking employment in this sector may be required to complete additional steps in the process, including but not limited to a medical exam, which may also apply to employees looking to renew their work permits. It is the employee?s accountability to ensure they are adhering to their specific work permit restrictions, and we encourage all candidates and LHSC employees to be proactive and review restrictions as soon as possible as it could be a lengthy process. 

Immunization Requirements:  

Before beginning employment at LHSC, all new hires must provide documentation related to LHSC?s Health Review requirements. For more information and a detailed list of requirements, please visit Health Review Requirements | LHSC.