Position Details
Job Number:
JR02505
Department:
CCN
Job Type:
Temporary (Fixed Term), Full time
Work Environment:
In-Person
Contract Duration: (If applicable)
11 months
Number of Positions:
1
Hourly Rate (Min / Max):
$24.4006 - $32.5342
Schedule
Work Days:
Monday to Friday
Time of Day:
Days
Shift:
Hours - 7.5
Shift Start: (If applicable)
Reason for Posting:
Posting is for a new role
Application Dates
Opening Date:
2026-10-20
Closing Date:
2026-10-27
Job Description
We are seeking a Research Administrative Assistant to provide administrative support to the Director of the Centre for Clinical Neurosciences located at the West 5th Campus. The Research Administrative Assistant provides administrative and analytical support to the Director in a variety of areas. Coordinates activities on the Directors behalf and acts as a liaison to senior management across St. Joe’s and McMaster. Works under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results. Provides lead hand supervision to administrative staff within the office.
- Act as a point person for all staff who support the Director.
- Prepare detailed briefing materials for the Director prior to meetings.
- Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
- Oversee and direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Director.
- Keep track of assignments made to others for actions to be taken on the Director’s behalf and ensure that deadlines for responses are met.
- Coordinate the submission of information and documentation required to initiate, facilitate, and conclude various processes such as recruitment, annual performance review, and selection committees.
- Review candidate documentation and prepare recommendations for review by others.
- Plan, coordinate, and schedule interviews for candidates, including travel arrangements and hotel accommodations.
- Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
- Follow-up on and ensure appropriate implementation of decisions made by the Director. • Resolve complex problems within area of responsibility and consult relevant documentation and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
- Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
- Develop estimates of time, resources, and budgets required for various activities, events, and projects.
- Implement and maintain budgets. Create financial projections and make adjustments to budgets throughout the fiscal year.
- Exercise appropriate controls, monitor, and reconcile accounts.
- Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
- Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
- Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
- Provide policy and procedure information to others.
- Gather and compile the paperwork required to facilitate the hiring and payment process for temporary, casual, and full-time staff.
Duties and Responsibilities:
- Prioritize and schedule appointments for the Director’s calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the Director.
- Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
- Write a variety of documents such as procedure manuals, reports, and minutes.
- Draft correspondence on behalf of the Director.
- Format, word process, edit, and proofread a variety of documents and materials.
- Monitor and order office supplies.
- Source and obtain pricing information for office supplies and equipment.
- Set up and maintain filing systems, both electronic and hard copy.
- Classify, sort, and file correspondence, records, and other documents.
- Update and maintain confidential files and records. Handle sensitive material in accordance with established policies.
· Onboard/offboard volunteers, visitors and staff
· Assign/store key packs
· Assigning student/staff spaces (or for any visiting researchers e.g. Connect)
· Booking conference rooms (students/staff)
· Key/badge requests for new students
· Equipment ordering (monitors/filing, cabinets)
· Checking mailbox
- Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
- Assemble, copy, collate, and disseminate a variety of documents and materials.
- Open and distribute incoming mail and faxes.
- Prepare outgoing mail, faxes, and courier shipments.
Research Study Support:
- Research Finances
- Mental health account RSJH report
- Vendor registration/reimbursements
- Invoice processing
- Vendor payment/reimbursement (all)
- Stipend processing via MacPay/Basware
- Timesheet submission for all research staff
- HiREB process support
- Account opening support
- Service/REDCap requests
- Update Director’s CV and Bio for various agencies
- Support Director with Reporting for Faculty and Departmental activities; Royal college MOC credits; Student/colleague reference letters
- Scheduling of Research/academic/non-clinical meetings; Student/supervisor meetings
- Meeting scheduling + Meeting Agenda/Minutes
- Director’s meeting
- Executive meeting
- Scientific Advisory Board meeting
- Governing Board meeting
- Reporting
- Financial reports (RSJH and McMaster)
- McMaster Research Centres & Institutes Report
- Website
- Event Planning
- CCN Research Day
- Board in-person meetings
- Meeting presentations
- Support centre course offerings
- Administrative coordination for CCN neuroimaging course (student registration, communication with students, advertising, scheduling)
Supervision:
Provide lead hand supervision and is responsible for the quality and quantity of work of others.
Qualifications:
- 2 year Community College diploma in Office Administration or related field of study. • Requires 4 years of relevant experience.
St. Joseph’s Health System (SJHS) and its member organizations are equal opportunity employers and strives for equity, inclusiveness, and diversity in all programs, practices, facilities, and people. We foster a culture of patient and staff safety where all positions comply and work in conjunction with the Mission, Vision, and Core Values.
We thank all applicants for their interest, however, only those selected for an interview will be contacted. SJHS and its member organizations are committed to a barrier-free recruitment and selection process - please inform us should accommodation be required at any point in the recruitment process (recruit@stjoes.ca).
