Ontario Institute for Cancer Research

Administrative Coordinator

Ontario Institute for Cancer Research

contract

Posted on:

Location Type: Hybrid

Location: Toronto • Canada

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Salary

💰 CA$56,000 - CA$62,700 per year

About the role

  • 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)

Requirements

  • Completion of a recognized post-secondary Office Administration Program (College diploma) or recognized equivalent
  • Experience in a comparable administrative role
  • Advanced proficiency in computer software, e.g., MS Word, Outlook, Excel
  • Familiar with using web browser-based applications for timekeeping, and data entry, such as SharePoint and Google Suite
  • Demonstrates exemplary customer service skills and good judgment
  • Excellent organizational and problem-solving skills; quality and detail oriented
  • Excellent verbal and written communication skills
  • Strong internal and external relationship management skills, ability to interact and work professionally and effectively with staff and vendors
  • Ability to work well under pressure, prioritize and multi-task within a fast-paced environment.
  • Self-motivation and initiative
  • Adaptability, flexibility, diplomacy and tact
Benefits
  • Defined benefit pension plan (HOOPP)
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
administrative supportcalendar managementlogistics coordinationdocument preparationfinancial billingexpense reconciliationproject coordinationbudget monitoringcontract managementcustomer service
Soft Skills
organizational skillsproblem-solving skillsverbal communicationwritten communicationrelationship managementself-motivationadaptabilityflexibilitydiplomacytact
Certifications
Office Administration Program diploma