BCKRU: Administrative Assistant

British Columbia Kidney Research Unit (BCKRU)
Published
24 January 2023
Location
Vancouver, BC
Closing Date
February 10, 2023

Description

Role Summary 

The British Columbia Kidney Research Unit (BCKRU) supports high-level province-wide nephrology research in BC and ensures province-wide inclusion of researchers and patients in research studies. The Unit is based at St. Paul’s Hospital and the Vancouver General Hospital, with links to each of the BC Health Authorities and other organizations and networks engaged in nephrology research, nationally and internationally.

 

The Administrative Assistant provides administrative support to the BCKRU research team members and investigators. Occasional support may be provided to the Can-SOLVE CKD Network as time and requirements permit.

 

Organizational Status

The Administrative Assistant temporarily reports to the Executive Director, Can-SOLVE CKD, with day-to-day work assignment and work direction provided by the Project Manager and Research Services Manager. They will work closely with the research team, investigators and interact with key stakeholders. They will occasionally be required to deal with sensitive matters that require tact and discretion. The role is a one-year contract position, 5 days per week, with the possibility of renewal subject to funding and performance.

 

Work Performed

The Administrative Assistant is responsible for maintaining the administrative flow of the BCKRU by performing duties to support operations of the research group effectively and efficiently. Tasks include but are not limited to:

  • Schedules and prioritizes a variety of meetings and appointments to support the effective and efficient coordination of the BCKRU.  This includes academic and research-related admin support to individual investigators
  • Supports calendar management of core BCKRU investigators
  • Prepares and distributes agendas, books meeting rooms, Zoom calls, notifies participants, confirms attendance, and takes follow- up action as designated.
  • Takes meeting notes and distributes final copy
  • Responsible for document management; manages filing systems (electronic and paper)
    • Prepares and maintains study regulatory documents, which requires correspondence with sponsors/Contract Research Organizations.  Prepares and maintain study database, grant database/ information system by reviewing and updating information. Ensures documents are archived at study completion.
  • Maintains research office equipment and supplies (place orders and calling/overseeing maintenance), coordinates and schedules IT maintenance of office equipment, provides basic IT support.
  • Maintains inventory logs and information sheets (keys, door codes, Iron Mountain, contact list, useful information)
  • Mailroom and facility maintenance to ensure office needs are met in a timely manner
  • Provides support for grant application and manuscript preparation.
  • Assists in the hiring documentation and set up of new staff. Provides human resources related support to new staff by providing information and documentation to ensure their appropriate orientation of the organization. Requests new keys, ID and networks access.
  • May provide support to other team members as time permits.
  • Performs other duties as required to support the efficient operation of the BCKRU.

 

Judgment Excercised/Consequence of Error

The incumbent must be able to work with minimal supervision and exercise good judgment and decision-making regarding priorities and activities.  Error in judgment could seriously jeopardize research collaborations, relationships, and office dynamics.

 

Supervision Received

The Administrative Assistant is required to work with minimal supervision on a day-to-day basis with input from the Project Manager and Research Services Manager, principal investigators and Executive Director, Can-SOLVE CKD as required. The role reports directly to the Executive Director.

 

Supervision Given

None.

 

Preferred Qualifications

  • High School graduation and two year post-secondary diploma. Minimum of 4 years related experience or the equivalent combination of education, professional maturity and experience.
  • Ability to be thorough, accurate, and have a high level of attention to detail.
  • Ability to accurately maintain appointment calendars, and schedule appropriate appointments.
  • Ability to prioritize and work effectively under pressure to meet deadlines.
  • Ability and experience managing multiple projects
  • Ability to effectively use most software applications at an advanced level. (e.g., Outlook, MS Word, MS Excel, PowerPoint).
  • Ability to accurately take and transcribe meeting notes.
  • Ability to work effectively with minimal supervision.
  • Ability to work effectively independently and in a team environment.
  • Ability to communicate effectively verbally and in writing.
  • Ability to deal with people in a courteous, calm manner.
  • Proven effective interpersonal, organizational, prioritization, and multi-tasking skills.
  • Ability to cope with changing and conflicting priorities, ambiguity and change.
  • Ability to write correspondence and minutes in clear concise business English.
  • Ability to work with individuals in all levels of the organization, across the sites and in other organizations.
  • Ability to exercise initiative and judgment, exercise tact, and maintain privacy and confidentiality.

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