Admin Assistant PI, MAP Centre for Urban Health Solutions

Primary focus of this role

Application Deadline

• Applications will be reviewed on a rolling basis until the position is filled.

Location

• Unity Health Toronto, 30 Bond St., Toronto, ON, M5B 1W8
• *Hybrid position. In accordance with the Unity Health Toronto Remote Work Arrangements policy, a minimum of 60% of shifts are worked on-site and up to a maximum of 40% of shifts per pay period may be worked remotely, subject to a signed Remote Work Agreement and manager approval. Scheduled days are set in consultation with the Principal Investigator and may flex around key program periods, including national in-person gatherings.

Duties/Responsibilities

• Due to variable nature of position, this list is to be used as a guide only.

Financial Responsibilities (20%)

• Tracks expenses for project budgets, and generates payroll and expense reports.
• Tracks and manages staff payroll and benefits in the payroll system.
• Purchases honorariums for research participants and research supplies, and assists in the disbursement of research funds to project partners and participants.
• Manages travel and travel expenses, as well as prepares and manages reimbursement requisitions for the Principal Investigator and team, including travel and accommodation for national in-person gatherings.
• Processes orders and requisitions for the program, including sourcing suppliers, arranging/ensuring delivery, reconciling invoices, and processing payment.

Preparation/Formatting of Materials (20%)

Word Processing Responsibilities (15%)

• Uses Microsoft applications or other relevant programs to type and develop correspondence and other relevant documentation, including letters, memos, reports, invoices, and abstracts, often of a confidential nature, to support the activities of the Principal Investigator and team.
• Collects, compiles, updates, and provides basic statistical and/or financial information and other data to generate and prepare reports, ensuring monthly reporting deadlines are met.

Provides Administrative Support for Meetings and Event Planning (10%)

Administrative Support (10%)

Organizes and Maintains Schedule/Calendar (5%)

• Maintains calendars and scheduling for the Principal Investigator and team, coordinating competing priorities and ensuring timely notice of commitments.

Office Management (5%)

Document Control and Electronic and/or Paper Filing (5%)

First Point of Contact/Communication (5%)

Qualifications, Knowledge and Skills

• Bachelors Degree or higher OR demonstrable equivalent combination of specialized education and experience.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Access, Outlook).
• Excellent computer skills including file sharing/storage software (i.e. SharePoint), video conferencing (i.e. Zoom, Microsoft Teams), and survey software (i.e. SurveyMonkey, Qualtrics), as well as the ability to use computerized databases and other computerized tools.
• Experience in supporting and submitting research grant proposals.
• Experience tracking budgets, processing honoraria, or supporting payroll in a research, community, or non-profit setting.
• Experience coordinating travel and accommodation for multi-day events or gatherings.
• Experience working respectfully with Indigenous communities and organizations, grounded in an understanding of cultural safety and community-led work, is an asset.
• Excellent organizational skills to manage multiple projects in a timely manner.
• Excellent communication and interpersonal skills.
• Please submit your cover letter and resume to Dr. Renée Monchalin at [email protected] . In your cover letter, we invite you to describe your experience working within Indigenous community-led research and other experience relevant to this role.
• This is a fully Indigenous-led research program. We strongly encourage applications from First Nations, Inuit, and Métis applicants, and we welcome applicants who bring lived experience, community connection, and a commitment to reproductive justice.
• Only those candidates selected for an interview will be contacted.
• Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.