Job Description

Position: Administrative Coordinator
Site: MaRS Centre, Toronto
Department: Computational Biology
Reports To: Director, Computational Biology
Salary: Commensurate with level of experience
Hours: 35 hours/week
Job Type: Hybrid
Status: Full-time, Temporary (Leave coverage until April 2024) The Ontario Institute for Cancer Research (OICR) is seeking an Administrative Coordinator to support multiple teams within Computational Biology and the Ontario Health Study (OHS). The Administrative Coordinator will demonstrate judgment and independence to provide support to the Director, Principal Investigators, and their teams. This position is temporary, full-time for one year. To learn more about working at OICR, visit our career page. The responsibilities include:

• Proficiently and efficiently provide administrative support to the Program Director and Principal Investigators in Computational Biology by working closely with and supporting them and their teams
• Provide effective calendar/meeting management (Google calendar and Outlook) by organizing and managing the scheduling of calendars, coordinating/scheduling internal and external meetings, recording meeting minutes, and setting up meeting rooms and arranging refreshments as required
• Ensure all relevant documents are brought forward in advance of appointments & meetings, tracking what needs to be completed for the meeting and ensuring that deadlines are met
• Prepare complex travel arrangements and coordinate all aspects of travel reservations according to OICR policies (i.e., visa(s), airline(s), hotel(s) and ground transportation)
• Prepare pre-approvals, invoices, purchase requisitions, and expense reports on time and according to OICR policies
• Assist with special projects such as invoicing clients and tracking revenues, recording metrics used for reporting, and other cross-functional responsibilities, as assigned
• Facilitate onboarding and offboarding of staff, including trainee coordination of stipend agreements with their university department
• Ensure efficient operation of the office by organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats, while paying strict attention to confidentiality
• Handle all general office duties such as arranging for pick-up and delivery of courier packages, mail distribution, filing, photocopying
• Maintain scientific CV in several formats including but not limited to the Canadian Common CV, academic and short CV
• Use advanced functions to provide word processing to facilitate the production of complex documents/materials
• Professionally communicate and liaise with HR, finance and administrative personnel within OICR, as well as external collaborators and stakeholders
• Perform other duties (e.g., special projects and cross-functional responsibilities) as consistent with job classification, as required

Qualifications:

• Completion of Post-secondary education or recognized equivalent
• Administrative experience supporting multiple staff in a comparable administrative role (e.g., knowledge of the formal and informal protocols and methods of supporting mid- to senior-level positions)
• Experience working in a scientific/academic environment would be an asset

Competencies:

• 
  Excellent time management, planning and organization skills
• Results- and detail-oriented mindset
• Must have high-level proficiency in computer skills (Microsoft Word, Excel, Outlook, Adobe)
• Must have experience in Google suite of tools (Calendar, docs, sheets, forms), Doodle, Zoom (and other teleconferencing applications)
• Must be proficient at using and searching on the Internet
• Excellent communication skills, both oral and written
• Excellent interpersonal and customer service skills to facilitate regular interaction with OICR staff at all levels and with external community members
• Uses tact, discretion and diplomacy in all communications; negotiation and persuasion skills are needed to manage the Program Director\xe2\x80\x99s and PI\xe2\x80\x99s calendars and schedule/re-schedule meetings with internal and external contacts
• Ability to handle sensitive and confidential information in a discreet and professional manner
• Ability to prepare routine material from general instructions
• Proven ability to work collaboratively. Must be a team player
• Proven ability to multi-task and project manage, yet exercise precise attention to detail
• Proven ability to adapt and work in a growing and fast paced environment
• Excellent understanding of general office administrative processes and procedures

OICR is a collaborative, not-for-profit research institute accelerating the development of new cancer research discoveries for patients around the world while maximizing the economic benefit of this research for the people of Ontario. We are dedicated professionals who bring expertise to each of our roles. We are looking for individuals who share our values of excellence, innovation, collaboration, impact, responsibility and community. Launched in December 2005, OICR is an independent institute funded by the Government of Ontario through the Ministry of Colleges and Universities. . CLOSING DATE: Until Filled OICR is committed to fostering a climate of equity, diversity, inclusion, and accessibility. This commitment is central to, and mutually supportive of, our research excellence mandate. We welcome and respect the diversity of all members of our community and we support an inclusive culture for all. We welcome all applicants, and encourage applications from racialized persons, Indigenous Peoples, women, persons with disabilities, LGBTQ2S persons, and others who may contribute to furthering a diversity of ideas within our community. OICR is committed to fair assessment of a candidate\xe2\x80\x99s abilities, and consideration for diversity of thought, method, and experience. Providing an accessible workplace and recruitment process is important to us, as described in our Accessibility Plan (https://oicr.on.ca/accessibility/). Should you require accommodation during any stage in the recruitment process, please complete the form at the bottom of page https://oicr.on.ca/careers/. Information received related to accommodation will be handled confidentially. The Ontario Institute for Cancer Research thanks all applicants. However, only those under consideration will be contacted. Resume Format: If you elect to apply, you will need a text or HTML version of your resume so that you can cut and paste it into the application box provided. Before you submit the completed application, you will be asked to attach one or two files to your application. Please attach your resume as a .pdf or .doc file.