Research Administrative Assistant I - ICES Western

Posting Period

Open:           May 22, 2024

Deadline:      June 12  , 2024

Non-Union

Job Summary

ICES Western is a satellite site of ICES and is located within the London Health Sciences Centre at Victoria Hospital in London, Ontario. For more details about ICES Western visit https://www.ices.on.ca/About-ICES/ICES-Contacts-and-Sites/Western.

The Research Administrative Assistant is responsible for working collaboratively with staff and researchers to support efficient operations of the ICES Western site. The Research Administrative Assistant is an employee of London Health Sciences Centre – Lawson Health research Institute.

Regular Full Time - 37.5 hours per week

Vacation Entitlement - 3 weeks accrual per year

WORK LOCATION 

This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will require the Research Administrative Assistant to work from Victoria Hospital in London, Ontario for a minimum of three days a week. While there is flexibility in work location, due to the nature of this role, it is to be expected that the Research Administrative Assistant be on site on an as-needed and regular basis in order to support operational requirements.

Responsibilities:

Responsibilities of the position include, but may not be limited to:

•Manages corporate email inbox and responds to email inquiries from staff, scientists, and researchers, either directly or by triaging and directing to the appropriate source of information as required;

•Coordinates / schedules research events and meetings using MS Outlook, including room bookings, video conferencing, catering, and preparing minutes as required;

•Manages the onboarding and offboarding process for staff, scientists, and trainees;

•Coordinates project and grant intake and amendments; maintains electronic filing system for tracking;

•Maintains up-to-date records of research projects and deliverables within a metrics database (performs data entry, data quality assurance and audit activities as required);

•Assists with creating materials for workshops / special projects as required;

•Creates and proofreads a variety of communication products including newsletters, social media, and e-bulletins;

•Maintains up-to-date distribution lists, website content, and organizational charts;

•Effectively manages ICES Western space and equipment (liaise with LHSC service departments to complete work orders as required);

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

•Performs other duties as appropriate and necessary for the efficient functioning of the site.

KNOWLEDGE AND SKILLS

•Excellent oral, written and interpersonal communication skills. Personable and courteous in working relationships;

•Fully proficient in the use of MS Office Suite (Word, Excel, PowerPoint and Outlook), with superior calendar management and scheduling skills;

•Proven ability to follow processes with a high attention to detail;

•Flexible and willing to learn and adapt to different work assignments in a team setting;

•Self-driven and proactive with good organizational, problem-solving, and multi-tasking skills;

•Ability to prioritize responsibilities to meet deadlines;

•Demonstrated ability to work independently with minimal supervision;

•Excellent time management and organizational skills;

•Ability to maintain strict confidence, exercise discretion and good judgment.

Qualifications

EDUCATION AND EXPERIENCE

•College diploma, Bachelor’s degree preferred, or a combination of post-secondary education and relevant experience;

•Two years of experience in an administrator or coordinator role is preferred;

•Experience working in a research environment is preferred.

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. 

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 will be required to:  

• Provide vaccination records or proof of immunity against measles, mumps, rubella and varicella (chicken pox), Hepatitis B, Tetanus/ Diphtheria/Polio; Meningitis;  
• Provide documentation of the Tuberculosis skin testing (two step);  
• Provide proof of Health Canada-approved COVID-19 vaccination reflective of Ontario Health’s current definition of being fully vaccinated  
• For more information visit https://www.lhsc.on.ca/careers/health-review-requirements