Administrative Assistant - Women’s Health Research Unit (Research Institute)

IR-CUSM | Institut de recherche du CUSM | #ircusm; Montreal; On-site; CAD 41,000 - 63,000; Full time

Job summary

A health research institute in Montreal is seeking an Administrative Assistant to provide high-level support to clinical and academic activities in the Women’s Health Research Unit. The role requires excellent organizational skills, bilingual communication in French and English, and experience in a fast-paced healthcare environment. This is a temporary full-time position with a salary range of $41,550.60 - $62,353.20.

Benefits

4-week vacation

12 paid personal and sickness days

13 paid statutory holidays

Modular group insurance plan

Telemedicine services

Defined benefit government pension plan

Professional development opportunities

Corporate Discounts

Qualifications

• 1 to 2 years of work experience required.
• Experience supporting administrative activities in a healthcare environment preferred.

Responsibilities

• Manage calendars and coordinate appointments for staff.
• Respond to telephone calls and emails in a timely manner.
• Organize and coordinate meetings and events.
• Draft and proofread documents.
• Maintain contact lists and staff directories.
• Perform general office duties.
• Coordinate onboarding for medical learners.
• Prepare clinical service schedules.
• Update scheduling systems for clinical personnel.

Skills

Excellent organizational skills

Time-management skills

Verbal communication skills in French

Verbal communication skills in English

Problem-solving abilities

Discretion and professionalism

Attention to detail

Ability to work independently

Proficiency in Microsoft Office Suite

Education

Diploma of College Studies (DEC)

Field of Study: Office Systems Technology

Tools

Microsoft Office Suite

Teams

Zoom

Job description

Overview

Administrative Assistant - Women’s Health Research Unit (Research Institute) – Montreal, Quebec

Position Summary

Under the supervision of Dr. Lucy Gilbert, the Administrative Assistant is responsible for providing high-level administrative and organizational support to both clinical and academic activities at the Women’s Health Research Unit.

Responsibilities

• Manages calendars and coordinates appointments for medical and academic staff
• Receives, screens, and responds to telephone calls and email inquiries in a professional and timely manner
• Organizes and coordinates meetings and events, including scheduling, preparing agendas, distributing materials, arranging audiovisual equipment, and taking and transcribing minutes
• Drafts, edits, translates (where applicable), and proofreads documents including correspondence, reports, meeting minutes, presentations, and internal communications
• Maintains up-to-date contact lists, staff directories, and distribution lists
• Performs general office duties such as ordering supplies, submitting service requests, filing, and organizing documents in physical and digital formats
• Liais es with internal departments (IT, academic services, finance, HR) as needed to support administrative and academic activities
• Supports onboarding and scheduling of medical learners (residents, fellows, elective students, observers, and medical students), ensuring professional IDs and required documentation are recorded
• Prepares and maintains the clinical service schedule (ROTA) for attendings, fellows, and other clinical personnel, including the ODC and RECO rosters
• Updates PETAL MD with absences, call coverage, and scheduling adjustments for attending physicians and fellows
• Assists in maintaining up-to-date CVs and publication lists for clinical faculty members for academic and reporting purposes
• Performs other related duties as assigned to ensure the smooth operation of the clinical and academic unit

Education / Experience

Education: Diploma of College Studies (DEC)

Field of Study: Office Systems Technology or related field

Work Experience: 1 to 2 years

Required Skills

• Excellent organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced healthcare environment
• Demonstrated initiative and problem-solving abilities
• Excellent verbal and written communication skills in French and English
• High level of discretion and professionalism in handling sensitive or confidential information
• Attention to detail and accuracy, particularly when managing schedules, rosters, and official documents
• Ability to work independently and collaboratively within a multidisciplinary team
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams, and Zoom

Additional information

Status: Temporary, full time (35-hour workweek)

Pay Scale: Commensurate with education and experience. $41,550.60 - $62,353.20

Work Shift: Monday to Friday 8:00am to 4:00pm

Work Site: GLEN Site, 1001 boul. Decarie

Benefits

• 4-week vacation, 5th week after 5 years
• Bank of 12 paid days (personal days and days for sickness or family obligations)
• 13 paid statutory holidays
• Modular group insurance plan (including gender affirmation coverage)
• Telemedicine
• RREGOP (defined benefit government pension plan)
• Training and professional development opportunities
• Child Care Centres
• Corporate Discounts (OPUS + Perkopolis)
• Competitive monthly parking rate
• Employee Assistance Program
• Recognition Program
• Flex work options and much more

Website: https://rimuhc.ca/en

Equal Opportunity Employment

The Research Institute of the McGill University Health Centre hires on the basis of merit and is strongly committed to equity, diversity and inclusion within its community. We welcome applications from all qualified candidates who self-identify as members of racialized groups/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and 2SLGBTQIA+ persons. We also welcome candidates with the skills and knowledge to productively engage with diverse communities. Persons with disabilities who anticipate needing accommodations for any part of the application process may confidentially contact, [e-mail]

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