Administrative Assistant (Research Institute)

Research Institute of the McGill University Health Centre; Montreal; On-site; CAD 50,000 - 70,000; Full time

Job summary

A renowned biomedical research institute in Montreal is seeking an administrative support professional responsible for managing the Director's schedule, supervising staff, and improving internal processes. The ideal candidate has at least 5 years of experience, strong bilingual communication skills, and a diploma in Office Systems Technology. This role offers a unique opportunity to work in a dynamic research environment that values innovation and efficiency.

Qualifications

• 5 years of experience with similar responsibilities.
• Dynamic and evolving work environment adaptability.
• Excellent oral and written communication in French and English.

Responsibilities

• Supervise reception area and staff.
• Maintain director's schedule.
• Assist with onboarding and document management.

Skills

Initiative

Project management

Strong diplomacy

Excellent communication skills

Computer tools proficiency

Education

Diploma of College Studies (DEC)

Tools

Outlook

Word

Excel

Access

PowerPoint

Job description

Do you want to work for a world-renowned research institute that pushes the boundaries of biomedical science and health research? Right here in Montreal! At the Research Institute of the McGill University Health Centre (RI-MUHC), you can be part of an organization focused on scientific discovery and innovation in patient-centered medicine. Join us today and make a difference!

Job Description

RESEARCH INSTITUTE OF THE MUHC

The Research Institute of the McGill University Health Centre (RI-MUHC) is a world-renowned biomedical and hospital research centre. Located in Montreal, Quebec, the Institute is the research arm of the McGill University Health Centre (MUHC) affiliated with the Faculty of Medicine at McGill University. The RI-MUHC is supported in part by the Fonds de recherche du Québec - Santé (FRQS).

Position summary

Under the supervision of the Director of the Centre for Innovative Medicine (CIM), the incumbent is responsible for establishing and maintaining effective and efficient administrative support functions and services for the Department.

The incumbent provides administrative support to the Director including managing their schedule, following up on issues and coordinating meetings and routing email and requests to the appropriate resource and provides administrative support to managers as needed.

The incumbent also oversees the reception department at the CIM Glen Site, including employee training and supervision. They advise on various questions, issues and inquiries, delegate and assign tasks to junior clerk and junior administrative assistants, and plan and organize their work based on workload and priorities. The incumbent continuously seeks to improve efficiency and acts as a backup receptionist when required.

General Duties

• Supervise the reception area and its staff,
• Resolve issues as they occur, delegate tasks to junior clerks and sets objectives, deadlines and priorities, provide guidance and advice to team members,
• Improve internal processes and procedures by identifying potential enhancements and implementing measures to increase productivity. Conduct annual performance reviews and make recommendations or decisions related to performance management and other personnel matters,
• Maintain the director’s schedule, and drafts minutes,
• Follow up on issues on behalf of the director and route matters requiring their attention,
• Assist the CIM Director of operation and the management team in their administrative duties,
• Assist with day-to-day department operations : follows-up on required documents for account openings, assists in completing CIM Service Term Agreements and obtaining signatures,
• Assist with employee onboarding, including ID card requests and access permissions (C2),
• Deliver Medivisit training sessions,
• Manage meeting logistics and conference room bookings, coordinate and attend meetings, prepare agendas and supporting documents, take minutes when required, and assist with organizing special events and staff activities.
• Prepare monthly invoices and patient stipends for the management team.
• Perform other administrative duties as assigned by the immediate supervisor.

Website of the organization

Education / Experience

Education : Diploma of College Studies (DEC)

Field of Study : Office Systems Technology

Other education considered an asset for this position : other equivalent experience

Work Experience : 5 years of experience with similar responsibilities

Required Skills

• Ability to take initiative,
• Aptitude for working in a dynamic and constantly evolving environment,
• Capacity to manage several projects and priorities simultaneously,
• Strong sense of diplomacy, discretion, and sound judgment,
• Excellent oral and written communication skills in French and English,
• Very good command of computer tools (Outlook, Word, Excel, Access, and PowerPoint).