Administrative Assistant
Posted
Mississauga, ON, (View Map)
- Company
- Vans
- Job Type
- Full-Time
Description
Here is what you will get to do
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Vans
- Coordinating multiple schedules, meetings, and calendars that involve a high degree of complexity, time management, and organization.
- Organizing teleconferences, and video and web conferences while providing IT (Information Technology) and administrative support.
- Preparing and organizing committee meetings and rounds.
- Coordinating air travel, accommodations, ground transportation, registrations, itineraries.
- Leading and coordinating conferences, symposiums, invited speakers and events.
- Preparing and coordinating documents, letters, reports and conducting data analysis.
- Maintaining files and databases, recording and transcribing meeting minutes.
- Creating posters, presentations, and program materials.
- Leading and coordinating multiple projects from draft to implementation.
- Reviewing and distributing mail, lab results and assisting with clinical activities as required.
- Preparing and updating physicians CV (Curriculum Vitae), CCV, biosketches.
- Conducting literature searches and maintaining reference and citation databases (e.g., PubMed, EndNote).
- Coordinating grant submissions, researching grant agencies requirements, and providing full grant support to various research appointed physicians.
- Assisting the research team with human resources administrative tasks (e.g., time keeping, payroll, onboarding, orientation of research students, volunteers).
- Tracking of REB Renewals and applications.
- Coordinating financial entries for multiple research project IDs, ordering lab supplies, collaborating with grant accountants to ensure all revenues and expenses are reported accurately.
- Assisting faculty with annual reviews, reappointments, academic promotions, CDCP (Career Development & Compensation Programme) reviews, research reviews, Ministry of Health (MOH) reporting.
- Maintaining physician memberships, processing financial invoices, expenses, P-Card statements.
- Coordinating and processing financial entries for multiple hospital and research accounts in compliance with hospital policies and procedures.
- Training and mentoring peers, assisting, and supporting sectional and divisional activities.
- Here is what you will need
- Completion of post-secondary education or combination of administrative experience or related field.
- Experience within a teaching hospital or university setting considered an asset.
- Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint Programs.
- Excellent organizational, problem-solving and communication skills (written and verbal).
- Strong critical thinking and interpersonal skills.
- Diligence in organizing, planning, and completing tasks.
- Strong ability to work independently and with an elevated level of initiative.
- Attention to detail and ability to manage competing deadlines and priorities in a fast-paced environment with many interruptions.
- Ability to lead and develop various programs, participants as a collaborative team member, interacts with internal and external partners.
- Exercises sound judgment, diplomacy and decision making.
- Demonstrated knowledge and strong understanding of the grant application process and various granting agencies considered an asset.
- Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives
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Vans
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