Research Assistant I - Research - Knowledge Translation

The Knowledge Translation Program is currently looking for a Research Assistant I (RA) to join their Central Administrative team. The Research Assistant will perform a broad range of essential administrative, secretarial, and business support services for the fast paced program, including providing word processing services to meet the needs of the program; maintaining responsibility for coordinating and scheduling appointments, payroll entry, IT requests, booking travel, providing administrative support for small and/or medium size meetings; maintaining electronic and/or paper filing systems; and performing financial responsibilities, within scope of authority, etc. 

While this role will mandate regular communication across teams and departments, the Research Assistant’s immediate team is small which places an emphasis on interpersonal skills and ability to communicate clearly and effectively. Because this role was created to support the KT Program logistics as a whole, it requires some flexibility to help with various high priority tasks at any given time.

Duties/Responsibilities

• Uses Microsoft applications and other relevant programs for prepare correspondence and documentation, including letters, memos, communication briefings, reports, invoices, etc., often of a confidential nature to support the activities of the program
• Completes payroll time entry
• Supports Research Program Managers with recruitment and onboarding of new staff (i.e. prepares job postings/descriptions, compiles applications, schedules interviews and reference checks, liaises with HR to prepare employment offer letters, process job status changes or resignations)
• Completes IT Requests for equipment, network access, etc.
• Liaises with internal and/or external parties to send out invitation for individual and/or committee meetings, advising of meeting time and date, to determine availability/confirm attendance, in a timely manner
• Arranges catering, audio visual and other equipment/material (e.g., flip chart, etc.), ensuring equipment is set up in a timely manner for meetings and follows up with parties to ensure meeting runs smoothly
• Prepares and distributes meeting agendas, attends meetings, as required, records, prepares and distributes minutes, as requested
• Follows up on the implementation of meeting decisions, as requested
• Manages, organizes and maintains the calendar/schedule for program team meetings
• Schedules and confirms meetings/appointments; updates calendar with meeting/appointments information, in a timely manner
• Exercises judgement to reschedule appointments, as required bases on the program teams changing priorities, notifying parties of changes, in a timely manner
• Makes arrangements for professional and other work-related activities, as required, ensuring all information is entered into the calendar, including contact list and meeting schedule, etc., to ensure manager(s) have timely/current meeting times and dates
• Manages Program email account, responding to requests in a timely manner
• Prepares requisitions to order supplies, within signing authority limit
• Maintains tracking sheets (performance appraisals, job postings, contract extensions, asset inventory)
• Orders and distributes computer equipment
• Opens, sorts, prioritizes and distributes mail
• Performs cross-functional and/or other responsibilities as assigned or required, including maintaining electronic and/or paper filing system

Qualifications, Knowledge and Skills

• Undergraduate Degree or progressively responsible office administrative experience, preferably in a fast paced research health care setting or demonstrable equivalent combination of specialized education and experience preferred of specialized education and experience.
• High level of technical proficiency in all Microsoft applications, MailChimp, SurveyMonkey, Qualtrics, Vimeo, virtual platforms such as Zoom
• Previous experience in preparing and submitting research grant proposals an asset
• Ability to produce accurate work with appropriate turnaround time
• Demonstrated ability to work both independently and as part of a team
• Exceptional organizational skills to manage competing priorities
• Communicate clearly and fluently in English
• Very detail-oriented
• Excellent interpersonal and communication skills, both written and verbal
• Highly organized and efficient time manager
• Problem solver and ability to adapt to changing work environment
• Ability to work independently and prioritize workload in a fast paced environment required
• Ability to work discretely with and protect confidential information required
• Ability to use good judgement in assessing difficult situations required

As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists.  Please note, if you are extended an offer of employment, you will be required to provide proof of vaccination in Ontario QR Code format. All internal candidates must be in compliance with Unity Health Toronto’s COVID-19 Vaccination Policy.