Administrative Assistant - Vancouver, Canada - MICYRN

Description

Administrative Assistant

Maternal Infant Child Youth Research Network

Hybrid

Vancouver, B.C.

Are you a highly organized person with strong administrative skills who wants to work toward making a difference to the health and wellbeing of children and their families? We are MICYRN, a national maternal and child health research network and if so, we want to speak with you The Administrative Assistant provides confidential administrative and secretarial support to designated Leader(s) across Canada and manages the day-to-day administrative operations to ensure accurate and timely delivery of administrative services.

What you'll do

• Provide administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
• Maintain a coordinated and uptodate calendar for the designated Leader's appointment schedules by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts. Maintain a consistently updated and accurate appointment schedule for the designated Leader and others as required, by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts.
• Coordinate the scheduling of regular national meetings across multiple timezones, ensuring welldefined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation.
• Produce timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports. Enter and collect data, and compile relevant statistical information and reports. Draft agendas, gather background materials, attend and record proceedings, prepare and distribute minutes, and take followup actions. Maintain a bringforward system.
• Respond to verbal and written communication and liaise internally and externally to respond to, share information, clarify details, and ensure followup by relevant personnel on emergent issues.
• Assist in budget management and monitor expenditures, authorize expense reimbursements and invoices up to a predetermined limit, and develop an expenditure tracking system for those expenditure invoices qualifying for reimbursements from various third parties. Complete purchase requisitions/online purchasing and forward for processing, and ensure invoices are authorized for payment and submitted for payment.
• Arrange and coordinate national workshops and meetings; arrangements include travel/travel reimbursement, accommodation, catering, secretarial and audio/visual meeting support, preworkshop surveys, and postworkshop evaluation.
• Coordinate appropriate travel and accommodation arrangements for designated Leader's and other delegate's attendance at conferences and meetings, confirm reservations, and establish an itinerary.

What you bring

• Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to be comfortable with ambiguity and flexible to meet and adapt to changes in organizational priorities. Interest or experience in supporting clinical health research is an asset.
• Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
• Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner.
• Demonstrated interpersonal and time management skills.
• Demonstrated ability to record and transcribe minutes of meetings.

Job Type:
Regular, Full-Time


Location:950 West 28th Avenue, Vancouver


Hours of Work:


Reference:
MIC_Admin010


What we do

Incorporated as a charitable non-profit organization, MICYRN is a national network representing 21 maternal-child health research member organizations and brings together more than 25 affiliated practice-based research networks of investigators from across teaching hospitals affiliated with the 17 medical schools in Canada.

Funded by its members, MICYRN's mandate is to improve the quality and impact of research through the provision of a coordinated infrastructure to support research teams working across Canada and beyond.

A large amount of research is conducted by teams of investigators based at multiple sites across Canada.

Often these teams work independently, in silos, but deal with similar issues and face common barriers to conducting multijurisdictional research.

MICYRN is working to address these challenges through the development of a national infrastructure to attract and facilitate the conduct of maternal-child investigator-initiated and industry