Lead Coordinator, Research Administration and Communications

uottawa; Ottawa; On-site; CAD 76,000 - 96,000; Full time

Job summary

University of Ottawa is hiring for a 36-month term role in the Research Office within the Faculty of Medicine. The incumbent will lead administrative and communications activities, coordinate programs, and ensure compliance with policies while supporting research teams and funding opportunities.

The position requires strong organizational skills, ability to coordinate multiple stakeholders, and effective communication in English.

Responsibilities

• Liaison with Research Office, faculties, hospitals and funders to ensure timely, accurate administrative responses.
• Leads communications strategy across newsletters, website, social media to update researchers and stakeholders.
• Manages emails, scheduling, meeting minutes, and logistics for events, site visits and partnerships.

Job description

Job Details

• Job Type: Employee
• Anticipated Duration in Months (for contracts and temporary assignments): 36
• Job Family: Communications and Marketing (JF)
• # of Open Positions: 1
• Faculty/Service - Department: Research Office
• Campus: Roger Guindon Hall
• Union Affiliation: SSUO
• Hours per week: 35
• Salary Grade: SSUO Grade 09
• Salary Range: $76,104.00 - $96,135.00

About the Faculty of Medicine

Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences

Position purpose

Plans, leads and supports the communications and administrative activities of the Faculty of Medicine Research Office and associated programs. The incumbent will act as a resource person and main contact for the sector with regards to administrative policies and procedures, providing high-quality service to all stakeholders while ensuring compliance with university and external policies. They are responsible for day-to-day administrative tasks, manage research processes and files (i.e., internal programs, forms, events, etc.) as well as financial processes (i.e., processing invoices, travel claims, petty cash, billing, requisitions and purchase orders related to the Research Office). In addition, this position will play a critical role in coordinating research teams and communicating research opportunities, initiatives, and successes to internal and external audiences.

In this role you will

Liaison & Guidance: Acts as the first point of contact between the Research Office and Faculty members, partners (Hospitals/Research Institutes), and external funding agencies to ensure that all parties possess the information they need to optimize the efficiency of research administrative processes. Monitors all inquiries to determine the nature and urgency of inquiry, ensures the delivery of high-quality services and to provide an accurate response in a timely manner. Maintains strong relationships with key contacts and adjusts responses as appropriate to audience needs (internal/external, academic/public inquiries).

Communications & Content Creation: Leads the development and implementation of the Research Office communications strategy, including managing multiple channels such as newsletters, website, social media, list servs, and medical research funding/awards databases to ensure that internal and external audiences are regularly updated on Faculty research services, special projects, and funding opportunities. Monitors internal and external activities pertaining to research to identify information to be included in communications products that support researchers to secure and manage research funds. Anticipates requirements and generates content to best meet ongoing business needs while ensuring compliance with web, official language and accessibility standards and established policies. Develops, drafts, edits, and translates content in appropriate language and style. Leads the promotion of Research Office initiatives, events and funding opportunities to target audiences and maximize outreach and participation. Establishes standard formats, text and templates for research and promotional materials, proposals and letters. Develops and evaluates performance indicators and coordinates improvements to maximize effectiveness.

Administrative Support: Manages administrative processes and generates efficiencies related to Research Office activities and initiatives involving internal and external stakeholders. This includes but is not limited to: monitoring generic email inbox, setting agendas, scheduling, attending meetings and compiling minutes. Makes all logistical arrangements related to scientific and partnership initiatives, workshops, events, team meetings and site visits (e.g., funding agencies, international research delegations). Writes a variety of documents including, but not limited to, letters, correspondence, reports, internal policies and procedures for both internal and external use.

Project Management: Plans and manages assigned research office projects and programs as needed, including but not limited to coordinating and managing internal research funding programs, student bursary programs, events, site visits, and special projects. Defines project scope, determines steps, monitors relevant progress, makes adjustments throughout the process and ensures efficient communication between participants. Tasks may include assisting in the development and implementation of internal polici

Application Deadline

Applications must be received BEFORE 2026/09/21