ADMIN ASSISTANT TO DR. PEREIRA

St. Michael's Hospital; Toronto; On-site; CAD 45,000 - 55,000; Full time

Job summary

A healthcare institution in Toronto is seeking a Research Assistant I to provide support for administrative and research activities. The candidate will assist with data collection, project coordination, and laboratory tasks, requiring an Undergraduate Degree in Biomedical Sciences and minimum 1 year of hospital experience. Strong organizational and communication skills are essential for the role.

Benefits

Accessible and inclusive workplace

Opportunities for skill development

Qualifications

• Minimum 1 year experience working in a hospital.
• Teaching assistant experience preferred.
• Basic computer skills required.

Responsibilities

• Assist in administrative tasks and project coordination.
• Support research activities and data collection.
• Coordinate with internal and external stakeholders.

Skills

Organizational skills

Attention to detail

Communication skills

Ability to work independently

Problem-solving skills

Education

Undergraduate Degree in Biomedical Sciences

Tools

Database management software

Spreadsheet software

Word processing software

Reference manager (EndNote, Mendeley)

Job description

Summary

We are currently looking for a Research Assistant I to join our RADIS Lab research team and provide administrative and research activity support for our various projects and studies. The Research Assistant will work in a variety of departments and units set in clinics, laboratories, operating rooms, offices, and at research sites (e.g. Li Ka-shing Knowledge Institute).

The primary role of the Research Assistant I includes providing essential assistance, organizational and administrative support to research projects at a basic level. Tasks may include collecting and recording data through survey and in-depth interviewing, processing of data, following research procedures, screening of study participants including obtaining consent (if applicable), supporting laboratory experiments, running basic studies and labeling and shipping samples and study related material. In general, the role provides project support for the Research team and Principal Investigators. Research Assistants also contribute to the funding and grant processes by providing information, helping quality check documentation, and liaising with internal and external partners.

In general, the Research Assistant provides support for Research Managers, Coordinators and Principal Investigators. All positions must be flexible to work beyond the job description and standard work hours at times, as work demands. Reports to a higher-level Technician, Coordinator, Research Manager, or the Principal Investigator.

Duties/Responsibilities

• Administrative Duties (60% of work time)
• Organizes office/lab space
• Participates in database building, processing, and management.
• Prepares REB/CTO submissions relative to the initiation and conduct of individual studies. Registers study protocols.
• Updates experimental logs i.e. keeps records during experiments
• Helps maintain CVs of the study team, PIs, and external partners.
• Maintains calendars, and manages complex scheduling requests (i.e., helps coordinate and book experiments with the research time and industry collaborators)
• Coordinates communication between team, and external partners.
• Develops correspondence and other relevant documentation, including letters, memos, reports, invoices, abstracts, forms etc. to support the activities of the research team and Principal Investigator.
• Reviews slides for webinars, written study reports, scientific meetings, and conferences.
• Organizes video/teleconference meetings for research studies, including contacting attendees, and preparing meeting materials.
• Collects and keeps record of conflict of interest and consent forms
• General office (incld. virtual) duties, e.g. filing, mailings, courier services, photocopying, printing, scanning, distributing information etc.
• Orders supplies, maintains inventory and ensures supplies are accessible to research staff.

• Research Duties (40% of work time)
• The Research Assistant I assists with the research activities needed for each project.

Laboratory Tasks

• Prepares and takes down equipment before and after experiments, i.e. prepares the robotic drive, simulator equipment, vascular perfusion models or mixed reality Hololens for experiments.
• Prepares equipment and performs demonstrations for donor tours or facility visits.
• Provides support during experiments or testing sessions and keeps an experimental record of all sessions.
• Performs routine maintenance, calibration and troubleshooting on laboratory equipment.
• Keeps imaging database up to date by downloading, anonymizing, and uploading patient data to a secured online database or local hard drives.
• Fills in databases and inputs data into a case report forms during experiments.
• Prepares basic study reports summarizing experiments.
• Performs well-defined, routine and repetitive tests, experiments or other procedures.

Non Laboratory Research Tasks

• Collects, transcribes, organizes, quality controls, and enters study related data.
• Collects, compiles, updates and provides basic statistical information, and other data to generate and prepare reports and other documentation to support study related data.
• Interacts with various departments such as pharmacy, laboratories, medical records, etc., and with internal and external stakeholders in order to provide administrative support.
• Performs literature searches/data mining on requested topics through databases and provide relevant articles to PI or research team.
• Understands, interprets, and processes data.
• May assist with manuscript and report writing, and literature reviews.
• Collects feedback from multiple partners on projects re: proposals, manuscripts, and dissemination tools (sometimes >50 authors) including record keeping of feedback and changes to authorship order.

Recruitment and Coordination of Study Participants

• Screens participants and obtains required documentation including obtaining consent.
• Collects data via phone calls, interviews.
• Recruits study participants, in collaboration with study team or staff at participating community organizations.
• Schedules interviews and participants.
• Follows strict protocols for participant interactions.
• Acts as the on-site point of contact for the studies at participating community/healthcare organizations.
• Administers quantitative surveys to study participants at participating community organizations using online survey tool (data collection).
• Facilitates compensation of study participants under direction of study team/PI.
• Travels to participant sites as required.

• Performs cross functional and other duties as assigned and/or requested.

Responsibilities

All staff are expected to carry out their assigned duties and responsibilities in a manner which prioritizes patient and employee safety and confidentiality. Key accountabilities in this regard include:

• Strict compliance with patient/employee confidentiality practices and policies.
• Strict compliance with patient/employee safety practices and standards.
• Appropriate identification, reporting, and response to patient/employee confidentiality breaches in accordance with established policies and procedures.
• Appropriate identification, reporting, and response to patient/employee safety risks and incidents/events in accordance with established policies and procedures.

Qualifications, Knowledge And Skills

Undergraduate Degree in Biomedical Sciences; Teaching assistant experience; minimum 1 year experience working in a hospital.

• TCPS CORE 2 is preferred (Completed within first 2 weeks of hire)
• Good clinical practice certificate is an asset (Completed within first 2 weeks of hire)
• Demonstrated knowledge of medical and scientific terminology
• Basic computer skills, particularly database, spreadsheet and word processing.
• Excellent organizational skills to manage multiple tasks in a timely manner and flexibility to adapt to changing workload.
• Experience working with experimental equipment, such as robots or simulators, is an asset.
• Experience with a reference manager (i.e. EndNote, Mendeley, etc.) is an asset.
• Experience with CV management (i.e. Canadian Common CV, etc.) is an asset.
• Intermediate Organizational and time management skills, including multi-tasking and flexibility to adapt to changing workload.
• [Basic] Problem Solving
• [Intermediate] Communication (verbal/written) and interpersonal skills.
• [Basic] Computer Skills
• [Basic] Ability to work independently and as part of a team.
• [Basic] Excellent attention to detail.
• [Basic] Proven ability to learn new skills.
• [Basic] Progressively responsible experience in a clerical position.
• [Basic] Ability to keep written records
• [Basic] Ability to understand written and verbal directions

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.