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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 up-to-date 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 time-zones, ensuring well-defined 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 follow-up actions. Maintain a bring-forward system.
  • Respond to verbal and written communication and liaise internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues.
  • Assist in budget management and monitor expenditures, authorize expense reimbursements and invoices up to a pre-determined 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, pre-workshop surveys, and post-workshop 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.
  • Provide project support, research information, track statistical data, and compile and analyze data involving new projects, and the interpretation and application of policies and procedures.

What you bring

  • A level of education, training and experience equivalent to graduation from a recognized post-secondary administrative assistant/secretarial program, additional course work in advanced word processing, spreadsheet, and database applications, and four (4) years' progressive experience supporting senior level management.
  • 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 ability to use Microsoft Office applications, including word processing, spreadsheet and presentation software, at an intermediate to advanced level. Microsoft 365 experience 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: 0830-1630

Reference: MIC_Admin010

What we do

www.micyrn.ca

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 sponsored multi-centre clinical research studies. The network also prioritizes research quality improvement initiatives to address ?research waste' inefficiencies, supports training and mentorship programs for emerging investigators and new trainees, leverages national partnerships to lead advocacy efforts for regulatory, ethical research pathways and engages with global partners in international collaborations.

MICYRN's head office is located in Vancouver, BC on the BC Children's Hospital Campus, and works with remote employees and network stakeholders from coast to coast.

Commitment to Equity, Inclusion and Diversity

It takes diversity of thought, culture, background, and perspective to create a truly national research network. MICYRN is a research network with a diverse member base and growing national and global partnerships, which is why the approach we take reflects that: national perspectives, global diversity. As we build our expertise in supporting maternal and child health research in Canada and beyond, we know we must have the most talented employees with diverse backgrounds, cultures, perspectives and experiences to support our innovation. We are an equal opportunity employer and strive to build a balanced team from all walks of life.

As per the current BC Public Health Order for organizations in the Health Sector, full vaccination against COVID-19 is a condition of employment with MICYRN as of October 26, 2021.

Application Process

Interested applicants are encouraged to submit their resume and a cover letter to: Via Isarta, referring to the Reference: MIC_Admin010 in the subject line.

  • Applications will be reviewed on an ongoing basis and contacted to schedule an interview should their skills and experience be a match for the job.

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