Administrative Coordinator, Research

The University Health Network, where "above all else the needs of patients come first", encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of ground breaking firsts and a purpose of "Transforming lives and communities through excellence in care, discovery and learning", the University Health Network (UHN), Canada's largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world.

Union: Non-Union
Site: Toronto Western Hospital (TWFHT)
Department: Family Medicine
Reports to: Principal Investigator
Work Model: Hybrid
Grade: N0:04
Hours: Full time
Salary: $29.17-$36.46 Annually $56,822 to $71,097 (To commensurate with experience and consistent with UHN compensation policy)
Shifts: Monday to Friday
Status: Temporary Full-Time (potentially renewable)
Closing Date: Jan 5, 2025

INTRePID, the International Consortium of Primary Care Big Data Researchers (https://www.intrepidprimarycare.org), is a global consortium of family physicians and primary care researchers committed to advancing international comparative research in primary care. Founded in 2020, INTRePID brings together primary care experts currently from 14 countries, with plans to expand to new countries. Data collection is managed locally in each participating country, with centralized data processing coordinated through the University of Toronto which is fully affiliated with UHN.

Position Summary

Under the guidance of the Principal Investigator/s (PIs), the Administrative Research Assistant supports the research activities of INTRePID and other big data research by coordinating meetings, taking minutes, assisting with grant applications, preparing budgets and presentations, and managing the PI's agenda. This role provides a valuable opportunity to contribute to high-impact international research and gain experience in a dynamic research environment.

Duties

• Monitors and communicates upcoming funding opportunities and deadlines and tracks project progress
• Coordinates meeting schedules, materials, and follow-up tasks
• Supports drafting, formatting, and editing grant proposals, while tracking application statuses, deadlines, and aids in preparing progress reports for funders
• Prepares and circulates meeting minutes, project updates and newsletters, coordinating communications across INTRePID researchers to ensure aligned goals and timelines.
• Develops and updates project timelines to keep research on schedule, addressing delays or gaps with the PIs
• Works with finance to forecast budgets, tracks expenditures, and advises on necessary adjustments
• Ensures compliance with UHN policies and ethics standards, tracking certifications and approvals for sensitive research activities
• Provides ad hoc support to the investigators, adjusting to evolving research and administrative needs with flexibility
• Manages and updates websites
• Applies expert knowledge to provide comprehensive administrative support to staff. Uses significant independent judgment and initiative in collaboration with leadership to address and resolve challenges.
• Works under the general direction of PI overseeing a large research portfolio. Leads by example, contributes to developing guidelines, procedures, and standards, and participates in recruiting and performance management. Manages confidential information (e.g., salaries, performance) with professionalism and discretion.
• Demonstrates strong written and verbal communication, adapts messaging to varied audiences, and serves as an investigator resource on administrative matters. Ensures effective information exchange with both internal (all UHN levels) and external stakeholders, including healthcare, government, and regulatory representatives.
• Identifies and develops research portfolio procedures, filing systems, and work processes. Monitors efficiency, updates manuals, and independently makes day-to-day administrative decisions.
• Composes and edits correspondence, coordinates large-scale mail merges, and prepares high-value documents (e.g., grant applications, annual reports) with confidentiality. Maintains research portfolio databases and reports, synthesizing information from multiple sources.
• Under the PI's direction, manages operating budgets, including reconciliation, monitoring, and variance investigation. Coordinates billing and payment activities.
• Plans and executes high-profile events, both on- and off-site, which may include marketing, registration, catering, technical setup, and domestic and international travel arrangements. Manages complex calendars with diplomacy, balancing priorities for senior leaders.
• Supports the planning and coordination of travel and conference attendance, arranges travel, accommodations, and event registration, and prepares expense reports. Participates in committees at the departmental or UHN-wide level, assists with attendance tracking/reporting, and reviews research requirements prior to PI signoff.
• Assist with ethics applications and maintains ethics approvals

• Diploma in General or Medical Office Administration (or equivalent); Bachelor's degree preferred
• Minimum 5 years experience required
• Proficiency with Microsoft Office Suite mandatory
• Mature, team player, flexible, attention to detail and takes initiative required
• Experience with Canva, website management and design an asset
• Strong communication, comprehension and organization skills
• Research experience is an asset
• Experience with grant applications is an asset

Why join UHN?
In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN.

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP https://hoopp.com/)
• Close access to Transit and UHN shuttle service
• A flexible work environment
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration.

All applications must be submitted before the posting close date.

UHN uses email to communicate with selected candidates. Please ensure you check your email regularly.

Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application.

UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.