Administrative Assistant

at  Baycrest

JOB SUMMARY:

The Canadian Consortium on Neurodegeneration in Aging (CCNA) was established in 2014 through a grant from the Canadian Institutes of Health Research in partnership with non-profit, pharma, provincial and private funding partners with the goal of catalyzing collaborative research in dementia within Canada.
Reporting to the Program Director, the administrative assistant performs administrative functions that support the effective and efficient program and research operations of the CCNA.

QUALIFICATIONS INCLUDE BUT ARE NOT LIMITED TO:

• Undergraduate degree, college diploma, or certificate in business administration, health administration, personal/corporate assistance or equivalent
• 3-5 years related administrative and/or research support experience.
• Experience with research subject recruitment and interacting and working with older adult populations
• Proficient with Word, Excel, PowerPoint, Outlook, SharePoint, Adobe
• Evidence of strong customer service approach, professionalism, and diplomacy
• Great facilitation, organizational and problem-solving skills
• Excellent verbal, written and listening communication skills

• Provides administrative, and research support for CCNA’s Program Director.
• Schedules, coordinates and assists with meetings, activities, events, staff, trainees, and stakeholder.
• Set up zoom settings and invitations, take minutes and distribute meeting information to attendees
• Draft email, templates and documents with direction from CCNA Program Director
• Ensures the CCNA folders tidy and presentable, with all necessary stationery and material (e.g. pens, forms, and brochures)
• Updates CCNA information, and lists, as well as other databases.
• Assists with funding applications.
• Assists with committee meetings.
• Assists with contracts and payroll
• Assists with CCNA reporting and communication with partners
• Assist with conference preparation, printing and organization
• Adheres to policies and procedures for Baycrest employees.
• Records Centre voicemails (standard, closure, etc.)
• Answers, screens, and forwards incoming phone calls, emails, and in-person inquiries
• Receives and processes payments/reimbursements for travel, services, and products
• Receives and distributes daily mail/deliveries
• Maintains office security by following safety procedures and controlling access via the Reception Desk (visitor badges, etc.)
• Provides administrative support for ad hoc items