Program: |
Bruyère Research Institute |
Salary Scale: |
$21.56 - $24.58 per hour, commensurate with experience |
Job Location: Saint-Louis Residence (Orleans) The Bruyère Research Institute (BRI) partners with Bruyère Continuing Care (Bruyère), the University of Ottawa and other stakeholders to conduct relevant and practical health sciences research related to improving the quality of life for the aging population and people requiring continuing and/or long-term care.
As part of BRI, the Centre for Learning Research and Innovation in Long Term Care (CLRI) is committed to enhancing the quality of care in the long-term care sector through facilitating collaborations between researchers, educators, long-term care home personnel and other practitioners in the development, adoption and continuous improvement of evidence based best practices that increase the efficiency, effectiveness, sustainability and quality of care. Work will include supporting long term care homes in accessing education, best evidence and other learning resources.
BRI is seeking an experienced, fully bilingual Program Administrative Assistant II to support the CLRI located at the Saint-Louis Residence in Orleans. This position requires flexibility, attention to detail, initiative, creativity, judgment, as well as problem-solving and time management skills to address non-routine issues on a daily basis. This position is a wonderful opportunity for growth, learning and teamwork within a dynamic and fast-paced environment.
Program Administrative Support - 50%- Setting appointments/meetings for multiple stakeholders – within the BRI, with teams in the Ontario CLRI and with LTC sector stakeholders.
- Preparing, editing and formatting correspondence, communications, presentations and reports.
- Assisting with the preparation of complex documents e.g. quarterly/annual reports, strategic plans, communication and marketing materials, including web writing.
- Organizing registration, travel arrangements and accommodations for events and functions.
- Performing clerical responsibilities such as, photocopying, faxing, scanning, shredding, filing, data entry, maintaining and updating contact/distribution lists of CLRI stakeholders.
- Maintaining a database of space related information such as key and equipment assignments (for CLRI).
- All other duties as appropriate.
Meeting/Event planning - 20 %
- Supporting various committees; including scheduling, logistics and AV set-up, agenda preparation, meeting attendance and minute taking.
- Assistance with event planning; including both teleconference meetings and webinars, event promotion, preparation of participant packages, coordination of all logistics.
Financial Support - 20 %- Prepare payment requisitions and other forms for approval and submission.
- Tracking and/or inputting financial report data as assigned.
- Managing inventory which includes ordering equipment and supplies.
- Maintain payment requisition files for all accounts
- Reconcile accounts each month
Project and Research Support - 10 %- Assist with project tasks such as participant recruitment, data collection, coordinating logistics, literature searches, submissions of grant proposals and manuscripts, tracking of activities, etc.
- Communicate with stakeholders and project teams, as appropriate to share and obtain information for project promotion, reporting and other purposes.
This job description is not exhaustive. Additional duties may be added as the projects progress. Qualifications- University or college level training preferred
- Three or more years relevant experience
- Ability to communicate and interact professionally in a variety of settings, both orally and written in both official languages
- Comfortable working with numbers. Experience in accounts payable/receivable would be an asset
- Proficiency with Microsoft Office (Word, Excel, PowerPoint, Project & Publisher) with preference given to candidates with high or advanced skills in Excel
- Highly motivated, detail orientated individual with the ability to multi-task, prioritize, and meet tight deadlines within a high demand environment
- Self-directed and able to effectively work both independently and as part of a team (primarily with those based in Ottawa but also with Ontario CLRI teams in Toronto and Waterloo)
- Experience in data entry and data cleaning
- Experience in organizing and supporting face-to-face meetings and conference calls and webinars; scheduling, minute taking, webinar management
If you are interested in this opportunity please submit your cover letter and resume to Attention Melanie McDonald, Human Resources Administrator, no later than August 21, 2018
BRI welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. We thank you for your interest in this position, however; only those chosen for an interview will be contacted. |