Ontario Institute for Cancer Research

Administrative Assistant

• Provides general administrative support to the Director, Risk, Compliance and Facilities, Manager Facilities, Executive Director OCREB and the General Counsel and Privacy Officer and team(s)
• Manages signature request/coordination process
• Maintains calendars/schedules for multiple senior staff
• Manages logistics for team meetings and conferences including inviting attendees, taking minutes, drafting and distributing agendas, booking travel, location set up and catering requirements
• Prepares correspondence, formats and proofreads emails/documents
• Assists with vendor and Request for Proposal (RFP) renewal tracking
• Supports management in all aspects of onboarding new team members
• Provides vacation/back-up support to the Executive Assistant, Finance as needed
• Coordinates financial billing and payment activities, including coordinating, processing, and tracking the submission of invoices and expenses, preparing monthly expense reports and reconciling monthly purchasing cards
• Assists with presentations, project plans, reports and other communication materials.
• Monitors, responds and generates reports (triages, redirects) on internal service ticketing system queus
• Develops, organizes and maintains electronic and paper information filing/retrieval methods and systems in accordance with OICR policies and procedures
• Completes expense and P-card reconciliation
• Monitors and analyzes departmental budgets (e.g., drafts budgets for approval; monitors and analyzes accounts identifies variances)
• Books quarterly Enterprise Risk Management (ERM) meetings with institute wide risk owners.
• Coordinates the annual maintenance of enterprise-wide business continuity plans and the Emergency Response Manual.
• Supports Corporate Project Leaders through project coordination functions including developing timelines, follow-up, material creation and document management.
• Plans, schedules and organizes project meetings, keeps clear minutes, captures assignment of action items and ensures follow-up.
• Manages all aspects of the SharePoint project sites for Corporate Services Leaders.
• Coordinates the space management process and updates seating plans monthly
• Supports OICR staff requests from the facilities ticketing system
• Coordinates the transportation of Stericycle boxes and gas cylinders
• Coordinates facilities related onboarding/offboarding activities for the institute
• Manages and oversees the access card process (including monitoring the ticketing system for activation, deactivation, problem solving and programming requests) in compliance with OICR Security Policy
• Coordinates facilities purchasing administration including PO reconciliation and payment process
• Manages external vendors to obtain quotations for service and implementation
• Acts as back up for inventory checks and ensures adequate supply of general office supplies including paper, printer toners and other accessories, and kitchen supplies
• Ensures Facilities cost centres budget tracking system is kept up to date for reporting on a monthly basis
• Effectively maintains and coordinates a full range of legal and privacy services
• Maintains the contract management system, including report generation
• Coordinates the quarterly security reports for the Ontario Tumor Bank Program and participates in the audit process
• Supports the General Counsel and Privacy Officer to organize, attend and takes minutes at meetings
• Coordinates signatures with external vendors, research institutes, and hospitals
• Supports/assists the ERT team by attending calls, minute taking, attendance management and document creation
• Organizes multiple large committee meetings (30+ people)

Administrative Coordinator

Executive Assistant

• Provide proficient administrative support to three senior leaders and their departments, including the SVPGCFO, the Senior Director, Finance and the Senior Director, Human Resources, on a wide variety of complex and confidential matters.
• Interact with senior team members on key projects.
• Keep abreast of key deliverables for the SVPGCFO, anticipating business requirements, effectively prioritizing schedules and managing calendars, coordinating meetings and agendas, taking and distributing completed minutes in a timely fashion and ensuring deadlines are met.
• Prepare and coordinate materials for Board Meetings and subcommittee meetings, as required.
• Prepare and monitor Finance and HR budgets.
• Handle correspondence, coordinate and track the submission of invoices and expenses and investigate any discrepancies.
• Perform budgetary and expense reporting support functions.
• Partner with managers to assist in organizing staff meetings, as required.
• Coordinate internal communications for corporate priorities; liaise with internal stakeholders.
• Draft day to day correspondence.
• Review and edit written documents.
• Prepare presentations.
• Act as a trusted liaison with administrative staff within OICR and with external stakeholders.
• Handle all general office duties such as ordering supplies, arranging for pick-up and delivery of courier packages, photocopying, etc.
• Update department organizational charts.
• Arrange travel.
• Set up meeting rooms and arrange refreshments.
• May require work outside of standard business hours to support meetings, on occasion.
• Assist with special projects as assigned including corporate wide initiatives.
• Provide backup to reception when needed.
• Perform other duties as consistent with job classification, as required.

Procurement

• Leading the Procurement team at OICR to support diverse procurement and contract management needs.
• Preparing, issuing and analyzing the organization’s RFX processes with customers in accordance with policies.
• Sourcing and qualification of new suppliers by gathering and analyzing supplier data.
• Contracting for and procurement of materials, equipment and services to meet OICR’s needs.
• Reviewing material specifications with client groups and maximizing value for materials and services.
• Negotiating with suppliers to obtain fair pricing and monitoring supplier performance.
• Developing analysis of management information to inform procurement strategies.

Administrative Coordinator

Executive Assistant

Procurement Manager