Administrative Coordinator (Research Institute)

Research Institute of the McGill University Health Centre; Montreal; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading research institute in Montreal is seeking an Administrative Assistant to provide crucial support to the Director of Animal Resources Division. This role involves financial administration, database management, and facilitating communication between departments. Candidates should have a DEC in Accounting or equivalent, along with 2-3 years of experience, and must be bilingual. An ability to work independently and manage multiple tasks efficiently is essential. This is an excellent opportunity to work with a world-renowned organization focused on scientific discovery.

Qualifications

• Minimum 2-3 years of experience in administrative roles.
• Experience in a research animal facility is an asset.

Responsibilities

• Act as main point of contact for administrative requests.
• Prepare and send payment and purchase requests.
• Maintain databases related to Facility Management applications.

Skills

Excellent knowledge of French and English

Excellent knowledge of Microsoft Office

Attention to detail

Ability to multitask

Education

DEC in Accounting or equivalent

BSc in administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Adobe Pro

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

Reporting to the Director of Animal Resources Division (ARD), the incumbent’s responsibilities include assisting in the administration of financial activities, acts as resource person for databases using facility management applications, and offering administrative support to the ARD Director, professionals, and Managers

General Duties

• Act as main point of contact for requests related to the administrative reception and take action when necessary
• Greets visitors, manages mail and orders
• Creates and edits content on the RI website and Portal
• Drafts and translates communications, memos and reports as requested
• Prepares and sends payment and purchase requests and prepares financial documents
• Maintains database related to the Facility Management applications, enters data into the database and trains users on application usage, generates standard reports from the database application
• Assists in the administration of financial activities : prepares annual budgets, monitors accounts, period closures, invoice payments, prepare quotations and contracts
• Acts as a first point of contact for divisional-related questions, Liaises with other divisions and external organizations
• Provides administrative assistance to the Director in coordinating agenda and appointments
• Participates to planning special events and activities,
• Performs any other duty as required.

Education / Experience

Education : DEC in Accounting or equivalent. BSc in administration is an asset

Work Experience : minimum 2-3 years of experience, Experience in a research animal facility is an asset

Required Skills

• Excellent knowledge of French and English,
• Very good writing skills in French and English,
• Excellent knowledge of Microsoft Office (Word, Excel, PowerPoint and Outlook) and Adobe Pro.
• Takes initiative and is resourceful,
• Able to work autonomously and as part of team with minimum supervision,
• Attention to detail,
• Ability to multitask,
• Ability to display a high degree of discretion in dealing with confidential information,
• Demonstrates good listening, good interpersonal and communication skills,
• Diplomatic, discreet and demonstrates good judgement,
• Ability to work with tight deadlines and within constraints.