Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you're ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women's College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.
Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.
Applicants must reside and be legally eligible to work in Ontario.
As the administrative support for four Research Chairs, the
Research Administrative Assistant is accountable for coordinating the activities of these Research Chairs and providing administrative support to their research groups. This position performs a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation of these research groups.
Summary of Duties, but not limited to:
Administrative support for the Research Chairs:
- Manage the electronic calendar for each Research Chair
- Organize meetings and speaking engagements, including attendance at external meetings
- Coordinate all travel arrangements for the Research Chairs including booking flights, hotel accommodation, car rental, including for international travel
- Track Research Chairs’ action items, ensure they are informed of deadlines, and ensure deadlines are
- Liaise with WCH Finance Department to make purchases, submit and track reimbursements, and manage all other purchasing-related finance tasks for the Research Chairs and their team members, as well as external collaborators
- Schedule and support meetings/events: book rooms and catering, create and manage meeting invitations, etc.
- Maintain a comprehensive document management system
- Act as the point person for procurement of Research Chair signatures
Research- Related Support:
- Support the coordination, formatting, and submission of publications and grant submissions
- Update and maintain Web CV, Common CV; proofread, edit, and format CVs of the Research Chairs
- Assist Research Chairs and their group members in the initiation of new research including assisting with the completion of requisite paperwork
Other responsibilities:
- Provide support to Research Chairs’ groups by liaising with research operations and other hospital departments to address issues related to IMIT, HR, and Facilities
- General office duties such as photocopying, filing, organizing journal files
- Manage office supply inventories and procurement for Research Chairs and their group members
- Maintain confidentiality, tact and respect at all times.
- Proactively create and maintain effective workflow and communications to accomplish the work of the Research Chairs, which includes the handling of a variety of projects and tasks simultaneously
As a role model and champion you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.
The responsibilities described above are representative and are not to be construed as all-inclusive.
Qualifications/Skills:
- College Diploma is required; Undergraduate Degree preferred, ideally with an administrative focus.
- One to three years of progressively responsible experience in a senior administrative position, preferably in post-secondary education environment, government, teaching hospital, or an academic ambulatory care setting
- Exceptional communication and interpersonal skills, including the ability to concisely process, synthesize and verbally communicate in an efficient manner
- Exceptional organizational skills sufficient to prioritize and complete assignments and projects independently, while balancing competing needs and attending to detail
- Advanced skills in MS Office (Word, PowerPoint, Excel, Outlook and Access) as well as EndNote
- Experience with Web CV and CV preparation for granting agencies
- Advanced Skills in processing OHIP Billing, pre-travel approvals, and disbursement forms.
- Organized and flexible, able to handle multiple tasks and varying priorities from three supervisors in a deadline-oriented environment
- Excellent attention to detail required
- Good work and attendance record required
- A research background is an asset
- Proven attendance and punctuality
- Demonstrated WCH vision mission and values
- Professional behaviour and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital
- This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all
Why Choose Us?
- Be part of a dedicated team committed to excellence.
- Shape the future of healthcare in a supportive environment.
- Enjoy competitive benefits and an excellent defined benefit pension plan (HOOPP).
Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto and is 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 Hospital 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.
