Coordinator, Research

Heart and Stroke Foundation of Canada; Toronto; Remote; CAD 50,000 - 70,000; Full time

Job summary

A leading health foundation is seeking a Coordinator to provide administrative support to the research department. The role involves data management, coordination of departmental activities, and communication with stakeholders. Candidates should have a college diploma, excellent management skills, and experience in administration. Flexible remote work arrangements are available.

Benefits

Paid wellness days

Health and dental benefits

Flexible hybrid working

Support for home office setup

Qualifications

• At least 2 years in an administration or coordination role.
• Experience in a research funding agency is an asset.
• Ability to manage multiple priorities and projects.

Responsibilities

• Provide administrative support to the research department.
• Analyze data for financial/progress reporting.
• Coordinate departmental activities and meetings.

Skills

Excellent data and information management skills

Attention to detail

Strong organizational skills

Advanced proficiency in MS Office

Strong verbal communication

Ability to communicate in French

Education

College diploma or undergraduate degree

Tools

MS Office

Teams

Excel

PowerPoint

Job description

Who we are

At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke.

We believe in equity, diversity and inclusion — it’s embedded in our values and core mission work to support all people in Canada to lead healthier lives. We are committed to applying this principle to cultivate a welcoming environment that embraces diversity among our employees. Candidates from diverse backgrounds, including but not limited to, Indigenous peoples, racialized communities, 2SLGBTQIA+ communities, women, and people living with disabilities are encouraged to apply.

To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website.

The opportunity

(Please note this is a 12-month contract and remote working role. Candidates can work from anywhere in Canada.)

The Coordinator provides administrative support to the research department. This includes supporting the administration of programs and projects, data entry and analysis, responding to requests and disseminating information to clients, coordination and analysis of data and generation of reports using various research tools (i.e. research database and grant management system). Additionally, the Coordinator leads on collation of data.

How you will make an impact every day

• Data and Information Management
• Enters data and provides data, statistics and analysis to support internal and external stakeholders.
• Analyzes data from internal Research databases and the grant management system (CIRCUlink) to create reports and track funded research projects for financial/progress reporting and evaluation purposes.
• Maintains up-to-date records of all information stored in the research department including program applications.
• Serves as a first point of contact for external requests for information for Heart & Stroke online research tools (i.e. CIRCUlink).
• Responds to information requests from internal and external stakeholders.
• Supports program/project evaluation by collecting and analyzing information from a wide variety of sources.
• Liaises with program staff from other organizations as needed to be current of best practice on record management and other areas related to information systems and research administration.

• Coordination of Research Department Activities
• Develops the weekly departmental meeting agenda
• Serves as the primary point of contact for responding to general inquiries (general program inquiries, general CIRCUlink inquiries such as password resets), research-related resource links, ensuring timely and accurate information delivery
• Acts as a central contact person for Research Inbox, organizing, triaging and redirecting inquiries to appropriate research team member(s).
• Develops meeting agendas (as requested), written reports, briefing documents and PowerPoint presentations
• Provides secretariat support for research-related meetings, as needed.
• Supports the research department with projects, scheduling meetings, creation and dissemination of newsletters
• Maintains up-to-date membership lists for SRC committees
• Schedules meetings of committees, research team members, project teams
• Develops, coordinates and analyzes departmental surveys for applicants and peer review.

Administrative Support for Research Programs

• Review program guide for consistency (e.g., General Information, Eligibility, etc).
• Program development and Departmental support for Program documentation (BioSketch, applications).
• Post award support in claims coordination, first review, going back to institution as needed for revised invoices, data entry on claims tracker on SharePoint and processing of data entry on CIRCUlink of Grant-in-Aid (GIA) claims.
• Follows up on Progress/Final/Closeout Reports submission and sends annual reminders for grants and awards, as needed.

Administrative Support for Peer Review

• Provides secretariat support for peer review meetings
• Supports Scientific Review Committee (SRC) and ad-hoc peer reviewers identification, recruitment, tracking, accurate data entry, materials dissemination (e.g. return of lost and found items and/or recognitions to all peer review committees in-person and shipping for virtual)
• Supports the research department in the application submission process and all peer review processes, as required.
• Acts as a SRC Committee secretariat, working with the Chair and Deputy in advance and during the meeting
• Liaises with program/research staff from other organizations as needed to assist in day-to-day administration of H&S-funded initiatives.
• Liaises with volunteers and staff in responding to information requests.
• Assists with the development of meeting agendas, written reports, grant agreements, Requests for Application, briefing documents, communications pieces and PowerPoint presentations, including organizing information into tables, charts or other formats for presentation.

Who we need

Education

• College diploma or undergraduate degree in business, business administration, finance/accounting, information management, records management, business systems.

Experience

• At least 2 years in an administration, coordination role. Previous experience working in a research funding agency or academic research administration environment would be an asset.

Skills

• Excellent data and information management skills.
• Attention to detail, solid proofreading and analytical skills required.
• Strong organizational and time management skills with an ability to effectively manage multiple priorities and projects with tight deadlines are essential.
• Demonstrated ability to work well with both written and numerical data.
• Advanced proficiency in the full range of office software products (MS office, MS Word, Teams, zoom, Excel, Microsoft Project, PowerPoint and electronic mail, electronic grants management system).
• Familiar and comfortable with AI (MS copilot) to support daily work activities.
• Intermediate to advanced Excel skills.
• Knowledge of various search engines.
• Strong verbal communication skills
• Listening skills, professionalism and diplomacy.
• Excellent written communication skills are required to prepare a wide range of documentation and briefing notes.
• Strong command of English language is required.
• Ability to communicate in French is an asset.

What we offer

In addition to a competitive salary, Heart & Stroke believes that time off is integral to the personal health and wellness of our employees. We offer paid wellness days and personal days. In addition, we provide health, medical, dental and vision benefits. Furthermore, our staff enjoy flexible hybrid working arrangements and support with reimbursement for mobile phones and home office set up.

Apply now

If you want to join the fight to beat heart disease and stroke while building an engaged and giving community, apply by October 7, 2025. Applicants must be currently residing in Canada and legally entitled to work in Canada.

To learn more about our mission, our values and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website.

We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please advise and we will work with you. At this time, interviews are currently being conducted via phone or video call, so we look forward to ‘virtually’ meeting you!