Research Administrative Assistant

University of Ottawa; Ottawa; Hybrid; CAD 58,000 - 73,000; Full time

Job summary

University of Ottawa is seeking an administrative/coordination support professional to assist research projects within the Life Research Institute. The role requires managing front desk duties, files, data entry, and communications with study staff and participants.

Qualifications include a high school diploma with postsecondary admin training, two years of experience, and strong MS Office skills. Bilingual ability in English and French is an asset.

Qualifications

• High School Diploma plus office/admin training preferred.
• Minimum two years of office administration experience.
• Strong written and spoken communication skills.
• Proficiency with MS Office and scheduling tools.
• Ability to work in English, with French a plus.

Responsibilities

• Handles general administrative and front desk duties.
• Maintains file management systems, both physical and electronic.
• Performs clerical tasks like photocopying, mailing, and ordering supplies.
• Coordinates meetings and takes minutes; supports teleconferences.
• Responds to project emails and acts as liaison with staff and participants.
• Enters data into databases; prepares routine documents and reports.
• Assists with grant prep and CV management; supports accounting updates.
• Assists with translation of documents (English/French) when needed.

Skills

Communication skills

Multitasking

Time management

Interpersonal skills

Bilingual English/French (asset)

Attention to detail

Education

High School Diploma; postsecondary training in office/admin

Tools

MS Office (Word, Excel, PowerPoint)

Email/scheduling software

Job description

Follow us on LinkedIn Posting Reason: New Position Job Type: Employee Anticipated Duration in Months (for contracts and temporary assignments): 4 Job Family: Research and Program Support # of Open Positions: 1 Faculty/Service - Department: Life Research Institute Campus: Ottawa, ON Union Affiliation: N/A Date Posted (YYYY/MM/DD): 2026/08/20 Applications must be received BEFORE (YYYY/MM/DD): 2026/08/31 Hours per week: 35 Salary Grade: Non-Union Grade NR3 - 35 hrs Salary Range: $58 441,00 - $73 051,00

About the Faculty of Health Sciences

About Sciences Make your mark with the Faculty of Health Sciences! Health matters to everyone and we are committed to becoming a nationally and internationally recognized leader in innovative approaches to active living, health promotion, and quality health services. Our success lies in our students and our people. Join us and every day you will have the opportunity to make a meaningful impact as we grow together and make a great faculty even better.

Position Purpose

Position purpose: Provides general administrative, operational, coordination and technical support for the conduct of research projects. NOTA: This is a contract or temporary assignment until December 31st, 2026.

Responsibilities

• Administrative, office management and front desk operations
• Develops, implements and maintains physical and electronic file management systems.
• Carries out general office administration and clerical responsibilities, such as photocopying, faxing, filing, ordering supplies, preparing mail-outs, etc.
• Coordinates and arranges meetings, teleconferences and other research-related events; takes and prepares minutes.
• Carries out reception, phone and mail distribution.
• Drafts and prepares routine correspondence.
• Interacting with study subjects
• Assists and coordonate communications.
• Ensures records are filed.
• Contacts research participants or project staff by phone, in person or by e-mail.
• Schedules subjects.
• Take notes and assist with facilitation
• Administers routine forms and questionnaires.
• Receives and processes samples, information and/or data in accordance with defined study protocols.
• Research related administrative duties
• Enters data from forms and documents into databases and other documents including coding, entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Prepares and/or assists with the preparation, writing, translation (English and French), of key documents including ethics applications, project reports, manuscripts for publication, abstracts, scientific posters and presentations using word processing, spreadsheet, or presentation software.
• Maintains and updates reference databases, contact and distribution lists.
• Maintains and updates subject data files.
• Assists project investigators and research staff to plan and organize meetings with subjects and for data collection activities.
• Assists with the clerical aspects of preparing of grant applications, including management of CV’s.
• Provides accounting updates.
• Prepares purchase orders for approval and enters information into purchasing databases.

Communication and Liaison Activities

• Manages and responds to project related email and project-related information requests.
• Acts as a central contact person for investigators, subjects, research staff, and health care professionals.
• Assists with web site maintenance and other project communication vehicles (blogs, newsletters, etc.).
• Distributes project-related documents and information.
• Assists with any other duties required by the research project or management of the research lab.

What you will bring

• High School Diploma; completion of postsecondary training in office and administration preferred.
• Minimum of two years office administration experience, preferably in a research environment.
• Excellent communication (oral and written) and highly refined interpersonal and customer service skills.
• Strong organizational, problem solving, and time management skills.
• Superior accuracy and attention to detail.
• Strong computer proficiency using MS Office applications (Word, Access, Excel, PowerPoint), email, and electronic scheduling software.
• Ability to build harmonious working relationships with clients, co-workers, and to interact with the public.
• Ability to work in both French and English is an asset.

Key Competencies at uOttawa

• Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
• Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
• Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
• Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

Benefits

The University of Ottawa offers a generous pay and benefits package that includes a competitive salary, a defined benefit pension plan, group insurance coverage and an employee and family assistance program. Explore Our Benefits

EEO and Diversity

The University of Ottawa embraces diversity and inclusion in the workplace.

We are passionate about our people and committed to employment equity.

We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence.

While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons.

The University is committed to creating and maintaining an accessible, barrier-free work environment.

The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes.

Applicants with disabilities may contact [e-mail] to communicate the accommodation need.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Union and Language Proficiency

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more. If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

COVID-19 Vaccination Policy

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

How To Filter and Apply

Start by filtering by Full/Part-time Then filter by Job Type: Academic Term for Part-Time Professor positions Academic Regular for Full-Time Professor positions For Canada Research Chair positions, filter the Academic Regular results by the Job Profile filter for “CRC” Admin Regular or Admin Term for all administrative and support positions, including management and senior leadership roles Student for TA/RA positions and other part-time positions available to students Then filter by Job Category or by Faculty/Service IF you are currently an active employee of the University of Ottawa, please apply using your worker profile in Workday and NOT through this external site.

The University of Ottawa is the largest bilingual (English-French) university in the world. Located at the heart of Canada’s capital, we have ready access to the great institutions of our country. Our advances in social sciences, health, engineering, science and the humanities make uOttawa a unique place to learn, grow and excel. The University of Ottawa aspires to employing a staff that fully represents the diversity of Canada's population. As a result, it is committed to employment equity principles and aims to provide an inclusive and barrier-free workplace.