Program Assistant (Research Institute)

RI-MUHC | Research Institute of the MUHC | #rimuhc; Montreal; On-site; CAD 38,000 - 58,000; Full time

Job summary

A leading research institute in Montreal is seeking a Program Assistant to provide administrative support to academic staff. The ideal candidate will be bilingual in French and English, possess strong organizational skills, and have proficiency in office software. This full-time position offers a competitive salary and benefits, including professional development opportunities and flexible work options.

Benefits

4-week vacation, 5th week after 5 years

12 paid days (personal, sick, or family obligations)

13 paid statutory holidays

Modular group insurance

Telemedicine

Defined benefit government pension (RREGOP)

Child Care Centres

Corporate Discounts

Flexible work options

Qualifications

• 2 years of work experience in an administrative role.
• Administrative assistant experience supporting academic staff is preferred.
• Ability to learn new software, such as Reference Manager.

Responsibilities

• Provide administrative assistance to academic and managerial staff.
• Manage program communications and office supplies.
• Assist with organizing program events.

Skills

Bilingual (French and English)

Proficient in Word, Excel, Access and PowerPoint

Word processing speed

Education

Diploma of Vocational Studies in Secretarial

Secondary V Diploma

Job description

Overview

Join the Research Institute of the McGill University Health Centre (RI-MUHC) in Montreal as a Program Assistant. RI-MUHC is a world-renowned biomedical and hospital research centre affiliated with the McGill University Faculty of Medicine. This position supports assigned academic staff with general administrative duties.

Position Summary

Under the general supervision of the Program Manager and in close collaboration with the Program Leader, Associate Leaders and researchers, the incumbent provides general administrative support to assigned academic staff.

General Duties

• Provide administrative assistance to assigned academic and managerial staff of the Program
• Assist the Program Leader and Program Manager with administrative tasks
• Onboard new PIs, staff and students by providing orientation and ensuring access to necessary systems, resources and facilities
• Manage program communications, including email updates, newsletters and social media platforms
• Type from drafts, letters, correspondence, memos, forms and mass mailings; compose letters and memos
• Answer, screen and relay telephone calls; take messages and respond to general inquiries
• Process incoming and outgoing mail and arrange for courier service
• Process invoices, prepare and follow up on payment requests and purchase orders
• Organize and maintain an efficient filing system
• Ensure ordering and maintenance of office supplies and equipment; arrange repairs as needed
• Liaise with housekeeping, security, IT, technical services and telecom for services as required
• Advise the Program Manager of unusual situations or issues
• Perform other general office duties (photocopying, scanning, faxing, etc.)
• Assist with preparation of research presentation materials; book meeting rooms
• Proofread and format grant and account-related correspondence; prepare travel expense forms
• Maintain up-to-date academic CVs; support grant registration and submission processes
• Prepare supervisor-related materials for studentship and postdoctoral fellowship applications
• Help organize program events (e.g., annual research day, weekly seminars) and manage space arrangements
• Commit to other duties as requested by the immediate supervisor

Education / Experience

Education: Diploma of Vocational Studies (DVS) in Secretarial (1,485 hours) or equivalent. Other education considered an asset: Secondary V Diploma (SSD)

Work Experience: 2 years

Required Skills

• French and English – spoken and written
• Proficient in Word, Excel, Access and PowerPoint; ability to learn other software such as Reference Manager
• Word-processing speed: minimum 40 words per minute

Other Details

Status: Full-time (35 hours per week)

Pay Scale: $38,129.00 – $57,184.40 per year. Commensurate with education & work experience.

Work Shift: Variable Schedule

Work Site: GLEN Site, 1001 boul. Decarie

Benefits

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

How to apply: Visit https://rimuhc.ca/careers and attach your cover letter and resume in one document. For compensation and benefits details, visit http://rimuhc.ca/en/compensation-and-benefits

Equal Opportunity Statement: The Research Institute of the McGill University Health Centre hires on the basis of merit and is committed to equity, diversity and inclusion. Self-identification is encouraged for eligibility considerations. Persons with disabilities may request accommodations during the application process via [e-mail]

THIS IS NOT A HOSPITAL POSITION.

Seniority level: Entry level

Employment type: Full-time

Job function: Administrative

Industries: Research Services