Administrative Assistant

at  OICR

ABOUT OICR

OICR is Ontario’s cancer research institute. We bring together people from across the province and around the world to improve the lives of everyone affected by cancer. We take on the biggest challenges in cancer research and deliver real-world solutions to find cancer earlier and treat it more effectively. We are committed to helping people living with cancer, as well as future generations, live longer and healthier lives.
Launched in December 2005, OICR is an independent institute funded by the Government of Ontario through the Ministry of Colleges and Universities.

POSITION SUMMARY

The Ontario Institute for Cancer Research (OICR) is seeking an Administrative Assistant to support teams within Computational Biology and Information Technology (IT), who will demonstrate judgment and independence to provide secretarial and administrative support to the principal investigators, director and their teams.
This position is permanent, full-time and is required to be onsite for 1-2 days per week, plus as needed for events.

QUALIFICATIONS

• Completion of post-secondary education or recognized equivalent
• Completion of a recognized post-secondary secretarial arts program at the certificate level or equivalent
• Administrative experience supporting multiple staff in a comparable administrative role (e.g., solid understanding of general office administrative processes and procedures; coordinating complex travel schedules)
• Experience working in a scientific/academic environment
• 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 MS One Drive and Google suite of tools (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
• Ability to handle sensitive and confidential information in a discreet and professional manner
• Ability to prioritize tasks and meetings according to departmental and organizational needs
• 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
• Knowledge of general office administrative processes and procedures
  For more information about OICR, please visit the website at www.oicr.on.ca.
  To learn more about working at OICR, visit our career page.

• Provide proactive administrative support to IT and Principal Investigators (PI) in Computational Biology by working closely with and supporting them and their teams
• Provide effective calendar/meeting management in Outlook (or other tools as required by PI) 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
• Prepare 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
• Facilitate onboarding and offboarding of staff, including seating arrangements, mailing list integration and trainee coordination of stipend agreements with their university department
• Maintain scientific CV in several formats
• Use advanced functions to provide word processing to facilitate the production of complex documents/materials
• Handle all general office duties such as arranging for pick-up and delivery of courier packages, mail distribution, filing, photocopying
• 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 and security according to OICR policies
• Perform other duties (e.g., recording metrics used for reporting, special projects and cross-functional responsibilities) as consistent with job classification, as required
• Professionally communicate and liaise with HR, finance and administrative personnel within OICR, as well as external collaborators and stakeholders
• All OICR Administrative Professionals are expected to actively participate in the Administrative Council; undertake chairing and minute taking duties as assigned on rotation; identify areas where administrative processes could be more efficient and congruous across departments; participate in mentoring new Administrative staff