SPECIFIC ACCOUNTABILITIES:

• Project Coordination: Performs a variety of project related functions related to the delivery of a program in the context of a service, academic, community or research environment. Manages multiple projects, including all operational activities around project delivery efficiently. Troubleshoots unanticipated complications within the scope of program execution and implements creative solutions to ensure operational continuity. Evaluate and adjust activities based on feedback from participants and stakeholders. Maintains accurate records for key historical data, program metrics, and reporting to internal and external stakeholders.
• Researcher support: Act as a liaison between the department and the Faculty Research Office regarding research development and research administrative supports, policies and procedures. Update and maintain resource material and provide links to new and current faculty members in relation to various services and points of contact within and outside the Faculty of Medicine.
• Provides support to principal investigators and their staff which directly contributes to the success of grant submissions. This includes but is not limited to developing, coordinating and updating researcher and collaborator CVs, supporting the organization of group meetings, and processing of RE forms.
• Provides support to principal investigators and their staff in the post-award execution of funded team research initiatives, training grants and other types of research initiatives. Responsible for coordinating workshops, all logistics involved for various meeting planning and multiple events. Analyzes budget and expenditures for research programs, prepares financial reimbursement forms and reconciles reports for research funds. Organize and coordinate mentoring committees to support researcher career trajectories. Take minutes as required.
• Awards and Recognition: Works collaboratively with the Faculty of Medicine Research Office and the department and the external awards committee to support applications for awards for eligible faculty members (external -Foundation Awards; internal - KT/KMb Excellence, Open Scholarship, Faculty Member Awards of Excellence). Provides information to Chairs pertaining to faculty member accomplishments for recognition during departmental assemblies.
• Communication: Proactively works to build a positive image, increase reputation and awareness of the activities of the department. Advance the visibility of faculty research results, publications, conference presentations. Responsible for creating and circulating the successes of faculty members, students, and staff as well as upcoming events through various communication forums (webpages, newsletters, special announcements, and social media). Ensures material is presented in a way that is accessible to a variety of audiences and coordinates improvements to maximize the effectiveness of available tools. Updates and maintains websites including faculty profile pages for multiple departments/schools within Basic Sciences. Ensures that websites and internal communications are bilingual and accessible. Ensure notices about research funding opportunities are disseminated to members. Collaborates with Faculty and University and communications teams in updating content to the web, social media and other platforms, while ensuring that University guidelines are respected.
• Responsible for organizing logistics for various seminars, symposiums and networking events in relevant departments. This includes disseminating information about presentations (announcements and TV screen slides).
• Academic Recruitment: Works collaboratively with the Chair and colleagues to provide support during recruitment. This may include serving as point person for logistics planning for recruitment candidate seminars or job talks. This includes managing email communication, creating itineraries, collaborating with colleagues who handle reimbursements, and circulating information to faculty members and other interested parties.
• Academic Onboarding: Acts as a main point of contact for onboarding of new recruits, liaising with key partners (e.g., Recruit, Chair, Research Office, HR, medfaci, medpurch, medsafety, etc.) to ensure that space, accounts, equipment, training and other supports are coordinated to support rapid establishment of new Faculty members and research teams. Create, update and provide onboarding resource materials. Work closely with Facilities and the Common Equipment Technical Core (CETC) to provide support in relation to laboratory set-up. This includes supporting the CETC in relation to decommissioning laboratories to make room for new recruits.
• Activity and Event Registration: Provide support in registration logistics related to ongoing participation in departmental events. This includes planning and executing efficient participant registration and all related follow-ups.
• Administrative Support: Provides reports to management to support program planning and continuous improvement initiatives. This includes creating and circulating surveys and managing the data, preparing reports or slides, and making recommendations that align with strategic planning. Attends departmental assembly, scientific meetings, focus groups and retreats, and takes minutes when needed. Provides support to Departmental Chair by managing projects as assigned.

KNOWLEDGE, EXPERIENCE AND SKILLS:

Essential Qualifications:

• University degree or an equivalent combination education and work experience
• Minimum of four (4) years of demonstrated experience in a similar role, preferably in an academic setting, with extensive knowledge in biomedical research.

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Key Competencies:

• Planning: Organize in time a series of actions or events to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
• Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
• Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
• Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behavior to reach the goals of the team.

Other Qualifications:

• Demonstrated abilities in project and priority management, flexibility to make adjustments
• Strong analytical skills, attention to detail and critical thinking
• Lean Six Sigma certification is an asset
• Demonstrated ability to create, maintain and build relationships
• Strong organizational and planning skills
• Strong communication, interpersonal and customer service skills
• Ability to create newsletters, update websites, create surveys
• Demonstrated understanding of grant applications, Research Ethics Board applications, reports, abstracts, publications, and systems project management applications
• Ability to assist with manuscripts and grant applications in scientific language
• Ability to review information and provide summaries
• Ability to maintain records of research activities, and prepare periodic and ad hoc reports, as required by investigators, administrators, funding agencies, and/or regulatory bodies
• Bilingualism – French and English

LI-Hybrid

Using a wide variety of tools, techniques and skills to provide research and project support to the Department of Biochemistry, Microbiology and Immunology. The candidate may also support the Department of Cellular and Molecular Medicine (CMM) as needed. Acts as a communication liaison between program management, clients, contributors, experts, and other interested parties to ensure effective and timely sharing of information and meeting of deadlines under their responsibility. Responsible for executing logistical activities related to the delivery of programs while developing and maintaining communication platforms and strategies.