Research Services Administrative Coordinator

at  Northern Ontario School of Medicine

Reporting to the Manager, Research Services, the Research Services Administrative Coordinator works with members of the Research Services Office to coordinate NOSM University’s research services administrative processes, policies, procedures, and protocols in order to ensure compliance with governing bodies. The position is responsible for the Office’s document management practices, coordinates promotional activities and events, as well as ensuring communication channels are up to date (i.e., website, intranet etc).
This position also serves as the Animal Care Coordinator for NOSM University. In this capacity, they coordinate the governance of NOSM University’s Animal Use program, including supporting the Animal Care Committee (ACC) and coordinating the certification and institutional assessment visits for the Canadian Council on Animal Care (CCAC).
This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

EDUCATION

• A postsecondary degree (preferably in Business Administration or other related discipline) from a recognized Canadian institution with accreditation or an equivalent combination of education and experience is required.

KNOWLEDGE, SKILLS AND ABILITIES

• Minimum of three (3) years of related experience is required.
• Previous experience with animal care governance will be a considerable asset
• Must have a comprehensive understanding of research administration in a post-secondary environment
• Knowledge of animal care, and research specific legislation requirements as they apply to policies, procedures and protocols in a university research office
• Knowledge of national standards, regulatory requirements, and institutional policies in animal research.
• Understanding of the research process in an academic environment
• Knowledge of university administration policies and procedures
• Familiarity with the Canadian Council on Animal Care (CCAC) policies and guidelines, Ontario Ministry of Agriculture, Food, and Rural Affairs (OMAFRA) legislation (Animals for Research Act), and other related regulations and guidelines
• Ability to respond quickly in a dynamic and changing environment
• Demonstrated project and time management skills
• Ability to work individually as well as part of a team
• Ability to quickly and effectively adapt to new technologies
• Experience with research administration software (i.e ROMEO)
• Proficient in a varity of software programs including the Microsoft Office Suite and website editing
• Ability to adhere to best practices in document management, including the use of an electronic document management system
• Ability to create, compose, edit and proofread materials using exceptional attention to detail

• Works with the Research Portfolio’s leadership to ensure that policies and procedures essential to effective administration of research funding including Tri-Agency requirements, the Research Ethics Boards (REBs), Animal Care program, etc. are current and circulated, or posted, as appropriate
• With support from the Administrative Assistant, coordinates and maintains current information on the research website and intranet, ensuring that access is appropriate for specific requirements
• Acts as the lead for communications for the Office, including responsibility for promotional documents i.e. the newsletter, Research Annual Report
• Performs records management by coordinating, auditing, tracking and sorting of all final copies of documents flowing out of the Office, committees and sub-committees (i.e., policies, procedures, reports, minutes, contracts etc.), in conjunction with the Administrative Assistant where appropriate and keeps these official documents current in the NOSM U document management system
• Coordinates the planning and organization of the annual research conference and other hosted events
• As the point of contact for the team, provides mentoring and training to the Office staff on research administrative procedures, policies, protocols, etc.
• Prepares, edits and proofreads correspondence, reports, presentations, and other required materials, including the Research Annual Report. Prepares graphs, charts, spreadsheets, and schedules to aid team members
• Coordinates the flow of information internally and with other units, portfolios and partnered organizations
• Supports the proper functioning of the ACC and assists ACC members in fulfilling their responsibilities
• Coordinates activities of the ACC including development of agenda, minutes, and preparation of ethics review feedback for animal research projects
• Manages the processes for the post-approval monitoring, pedagogical merit review, and scientific merit review for relevant animal research projects
• Liaises with animal researchers regarding their submissions including new animal utilization protocols, protocol amendments and annual renewals; coordinates outstanding revisions/responses, missing documents, unapproved submissions
• Interprets national, provincial and institutional policies, procedures and guidelines relating to animal care and communicates these policies, procedures and guidelines to members of NOSM U’s research community
• Drafts new policies, guidelines, procedures, and standard operating procedures related to animal care ethics, under the guidance of the animal care committee.
• Coordinates the required CCAC and OMAFRA assessment and certification processes
• Works closely with the ACC Chair and the Research Services Office leadership to implement decisions of the ACC
• Ensures the required ACC training is current and compliant with CCAC and other governing bodies, and that all ACC members have the necessary supports to undertake their responsibilities
• Drafts an annual report about the ongoing activities of the ACC for the NOSM University Senate and Board of Governors
• Performs other duties as assigned