Administrative Assistant (Research Institute)

Do you want to work for a world-renowned research institute that pushes the boundaries of biomedical science and health research? Right here in Montreal! At the Research Institute of the McGill University Health Centre (RI-MUHC), you can be part of an organization focused on scientific discovery and innovation in patient-centered medicine. Join us today and make a difference!Job DescriptionRESEARCH INSTITUTE OF THE MUHCThe Research Institute of the McGill University Health Centre (RI-MUHC) is a world-renowned biomedical and hospital research centre. Located in Montreal, Quebec, the Institute is the research arm of the McGill University Health Centre (MUHC) affiliated with the Faculty of Medicine at McGill University. The RI-MUHC is supported in part by the Fonds de recherche du Québec - Santé (FRQS).Position SummaryUnder the supervision of the Director of the Centre for Innovative Medicine (CIM), the incumbent is responsible for establishing and maintaining effective and efficient administrative support functions and services for the Department.The incumbent provides administrative support to the Director including managing their schedule, following up on issues and coordinating meetings and routing email and requests to the appropriate resource and provides administrative support to managers as needed.The incumbent also oversees the reception department at the CIM Glen Site, including employee training and supervision. They advise on various questions, issues and inquiries, delegate and assign tasks to junior clerk and junior administrative assistants, and plan and organize their work based on workload and priorities. The incumbent continuously seeks to improve efficiency and acts as a backup receptionist when required.General Duties Supervise the reception area and its staff, Resolve issues as they occur, delegate tasks to junior clerks and sets objectives, deadlines and priorities, provide guidance and advice to team members, Improve internal processes and procedures by identifying potential enhancements and implementing measures to increase productivity. Conduct annual performance reviews and make recommendations or decisions related to performance management and other personnel matters, Maintain the director’s schedule, and drafts minutes, Follow up on issues on behalf of the director and route matters requiring their attention, Assist the CIM Director of operation and the management team in their administrative duties, Assist with day-to-day department operations: follows-up on required documents for account openings, assists in completing CIM Service Term Agreements and obtaining signatures, Assist with employee onboarding, including ID card requests and access permissions (C2), Deliver Medivisit training sessions, Manage meeting logistics and conference room bookings, coordinate and attend meetings, prepare agendas and supporting documents, take minutes when required, and assist with organizing special events and staff activities. Prepare monthly invoices and patient stipends for the management team. Perform other administrative duties as assigned by the immediate supervisor.Website of the organizationhttps://rimuhc.ca/enEducation / ExperienceEducation: Diploma of College Studies (DEC)Field of Study: Office Systems TechnologyOther education considered an asset for this position: other equivalent experienceWork Experience: 5 years of experience with similar responsibilitiesRequired Skills Ability to take initiative, Aptitude for working in a dynamic and constantly evolving environment, Capacity to manage several projects and priorities simultaneously, Strong sense of diplomacy, discretion, and sound judgment, Excellent oral and written communication skills in French and English, Very good command of computer tools (Outlook, Word, Excel, Access, and PowerPoint).Additional informationStatus : Temporary Full-time (35 hours/week)Pay Scale: $41,550.60 - $62,353.20Commensurate with education & work experience.Work Shift: Monday to Friday 8:30am to 4:30pmWork Site: GLEN Site, 1001 boul. Décarie***If you wish to include a cover letter, please attach it with your resume in one document. ***Why work with us? 4-week vacation, 5th week after 5 years, Bank of 12 paid days (personal days and days for sickness or family obligations), 13 paid statutory holidays, Modular group insurance plan (including gender affirmation coverage),Telemedicine, RREGOP (defined benefit government pension plan), Training and professional development opportunities, Child Care Centres, Corporate Discounts (OPUS + Perkopolis), Competitive monthly parking rate, Employee Assistance Program, Recognition Program, Flex work options and much more!https://rimuhc.ca/careersTo learn more about our benefits, please visit http://rimuhc.ca/en/compensation-and-benefitsTHIS IS NOT A HOSPITAL POSITION.Equal Opportunity Employment ProgramThe Research Institute of the McGill University Health Centre hires on the basis of merit and is strongly committed to equity, diversity and inclusion within its community. We welcome applications from all qualified candidates who self-identify as members of racialized groups/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and 2SLGBTQIA+ persons. We also welcome candidates with the skills and knowledge to productively engage with diverse communities. Persons with disabilities who anticipate needing accommodations for any part of the application process may confidentially contact, research.talent@muhc.mcgill.ca