Manager, Administration and Human Resources - CANTRAIN (Research Institute)

Manager, Administration and Human Resources - CANTRAIN (Research Institute)

19 hours ago Be among the first 25 applicants

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

CANTRAIN is a national clinical trial training program (CTTP) in response to a call by the Canadian Institutes for Health Research (CIHR). Its vision is to offer the best, certified and standardized clinical trials’ training and mentoring program across Canada accompanied by Internships for Trainees in a real-world setting.

CANTRAIN is committed to employment equity and encourages applications from Black, Indigenous, and racialized people, people of all gender identities and sexual orientations, and people with disabilities. CANTRAIN also recognizes the need for experience, knowledge and guidance from communities disproportionately affected by chronic or rare diseases.

General Duties

The incumbent, within CANTRAIN, will be responsible for everything relating to the management/coordination of finances and the management of CANTRAIN's human resources, from financial planning to monthly/annual monitoring of the CANTRAIN budget as well as the whole process of recruiting and hiring new employees in CANTRAIN.

The main role and responsibilities of the incumbent will be to:

FINANCE

• Act as the main point of contact for all requests of an administrative nature and take the necessary and appropriate measures.
• Manage purchase and payment requests for materials and services.
• Prepare monthly, quarterly and annual financial statements.
• Maintain the database(s) related to orders and finances.
• Manage the administration of financial activities: prepare/revise financial projections, monitor accounts, close periods, pay invoices, prepare quotes and contracts.
• Liaise with other internal divisions of the network (CANTRAIN) and external organizations.
• Prepare the budgets for the transfer of funds agreement with partnering sites.
• Create financial presentations to the members of the Board of Directors.
• Prepare financial evaluation and modelling mandates.
• Analyze financial data, review documents, conduct in-depth research to identify and report on key issues.
• Take part in the production of deliverables, including service offers, reports and other documents, according to the expectations and needs of the executive team.
• Create administrative SOPs.
• Manage the administrative procedure specialist and the administrative assistant.
• Perform any other task required.

HUMAN RESOURCES

• Act as the main point of contact for all administrative requests and take the necessary measures.
• In conjunction with the RI-MUHC Human Resources department, create and update the complete professional life cycle of CANTRAIN employees, such as new hires, terminations, changes in terms of salary, cost center, job title, status, etc. (data input).
• Answer questions on human resources files regarding benefits, payroll, required documents, volunteers, training, procedures, etc.
• Coordinate the onboarding of new employees.
• Create and update the electronic employee files.
• Inform managers and employees on the interpretation of human resources policies, benefit plans and collective agreements.
• Act as a mediator in labor disputes and grievances.
• Coordinate the employee performance evaluation program.
• Perform any other required task.

ADMINISTRATION

• Develop and implement efficient administrative processes and systems to enhance productivity and ensure smooth operations.
• Act as the point of contact for any administrative issues or inquiries within the organization.

OFFICE MANAGEMENT

• Oversee the daily operations of the office, including managing office supplies, facilities, and equipment.
• Coordinate and manage office events, meetings, and other organizational functions.

PROJECT MANAGEMENT

• Oversee or support specific administrative projects, ensuring timely completion and alignment with organizational goals.
• Manage scheduling, logistics, and coordination for company-wide initiatives or events.

LEGAL AND CONTRACTUAL MANAGEMENT

• Oversee the drafting, negotiation, and execution of contracts with external partners, consultants, vendors, and service providers.
• Ensure that contracts are in compliance with organizational policies and relevant legal requirements.
• Collaborate with legal advisors and senior management to review and resolve any contractual issues or disputes.
• Maintain organized records of all agreements and contracts for easy retrieval and reference.

Education / Experience

Education: Master's Degree

Field of Study: Business administration, finance, human resources and/or any other related field (e.g., project controller).

Work Experience: Minimum 5 years of professional experience in an educational or similar development role in financial and human resources management.

Required Skills

• Superior written and verbal communication skills, including the ability to communicate with empathy using clear, simple and sensitive language, in French and English.
• Superior skills in calculation and mathematics.
• Works well in a fast-paced, deadline-driven environment to support CANTRAIN objectives.
• Motivated with great attention to detail and accuracy.
• Autonomous and resourceful.
• Knowledge of Microsoft Office (Word, Excel, Power Point and Access, and accounting software).
• Excellent planning, organizational and time management skills.
• Demonstrated ability to provide staff with appropriate coaching, mentoring and development.
• Demonstrated ability to drive organizational change and processes.
• Excellent capacity for judgment, analysis and problem solving.
• Ability and willingness to work additional hours including evenings and peak events (e.g., quarterly for presentation to Board of Directors, end of fiscal year, report to CIHR).
• Ability and willingness to travel across Canada 2-3 times per year, if required.
• Ability to handle confidential information with discretion.

Additional information

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

Pay Scale: $54,327.00 - $100,882.60 Commensurate with education and experience

Work Shift: Monday to Friday 8:30am to 4:30pm

Work Site: Hybrid

If you wish to include a cover letter, please attach it with your resume in one document.

Why work with us?

• 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!

To learn more about our benefits, please visit http://rimuhc.ca/en/compensation-and-benefits

THIS IS NOT A HOSPITAL POSITION.

Equal Opportunity Employment Program

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 research.talent@muhc.mcgill.ca.