Administrative Assistant

The Administrative Assistant is responsible for providing administrative and research support to a Pulmonologist and the Director of the Tuberculosis Program Evaluation and Research Unit (TB PERU).

Duties

• Responds to phone calls and inquiries; arranges meetings and necessary materials; takes and distributes minutes
• Maintains a comprehensive calendar to track initiatives and monitors granting deadlines and target dates for grant submissions and reporting
• Creates and maintains both paper and electronic files; maintains several research databases
• Arranges itineraries, travel, advertising and reimbursement for visiting lecturers and TB PERU staff
• Assists with the preparation of annual and business reports
• Orders and maintains office supplies
• Updates and reformats CVs; prepares teaching materials from drafts or dictation; transcribes and formats notes for peer review and publication and assists with presentations
• Conducts literature searches on behalf of the Principal Investigator (PI) and explores publications related to TB and Aboriginal Health issues; alerts research team of relevant articles
• Prepares discharge summaries from dictation; provides coverage for clinical secretary including scheduling patient appointments and tests, preparing patient charts, transcribing medical correspondence and reports and updating medical records
• Maintains and monitors financial transactions for research grant accounts; reconciles accounts and generates a monthly summary for the PI
• Coordinates and provides support to the grant application and renewal processes: gathers information, completes relevant portions of the grant applications, transcribes appendices and ensures necessary supporting documentation is included in the package; maintains the administrative files for applications and re-applications

Qualifications

• High School diploma plus post-secondary training in office administration; post-secondary education in the healthcare field or academic research preferred
• Two years of related experience; experience in healthcare or academic research is an asset
• Knowledge of medical office administration and medical terminology preferred
• Experience writing research grants  and reconciling accounts preferred
• Computer proficiency using MS Office (Word, Excel, and PowerPoint) and the Internet; GMail and Google Calendar; knowledge of PeopleSoft and Reference Manager an asset
• Excellent communication (oral and written), interpersonal and organizational skills
• Ability to work effectively in a team environment