ADMINISTRATIVE ASSISTANT, RESEARCH OPERATIONS - TORONTO
About The Position
Hearing Research International (HRI) has an opening for an Administrative Assistant, Research Operations. Reporting to the Director, Research Operations, the Administrative Assistant is responsible for providing administrative and operational support related to Hearing Research International’s (HRI) research funding programs, including grants, fellowships, and scholarships. This position supports the full funding lifecycle, including application intake and submission, review panel coordination, award administration, financial processing, reporting, and award closeout activities. This is a permanent, full-time position working Monday – Friday, 9:00 a.m. – 5:00 p.m. This is a hybrid role working primarily from home unless otherwise directed. This posting is for a replacement position. This position is based in Toronto, Ontario. The Administrative Assistant will coordinate communications with applicants, recipients, reviewers, committees, advisory councils, and organizational partners while ensuring accurate documentation, compliance with funding requirements, and effective stewardship of awarded funds. The incumbent prepares funding agreements, offer letters, amendments, and related documentation; monitors funded awards; supports financial reconciliation; and ensures reporting obligations are met. This position serves as the primary administrator and super user of the grant management software system, providing technical support and training to internal and external users, maintaining system data integrity, generating reports, and supporting system enhancements and process improvements. The incumbent will also maintain databases, prepare reports and presentations for the HRI Board and committees, coordinate meetings and events, and support continuous improvement initiatives related to funding administration processes.
Requirements
- Post-secondary degree/diploma in business or office administration.
- 3-5 years of senior administrative support experience.
- Demonstrated experience supporting complex administrative processes.
- Demonstrated experience preparing professional documentation.
- Demonstrated experience managing confidential information.
- Demonstrated experience coordinating activities with multiple stakeholders.
- Expert knowledge and proficiency in all Microsoft Office applications.
- Expert knowledge and proficiency in SurveyMonkey.
- Comfortable designing and implementing systems to collect, maintain, and analyze data.
- Legally eligible for employment in Canada.
Nice To Haves
- Experience preferably within a research, academic, healthcare, or not-for-profit environment.
- Experience with grant/award management software is an asset.
Responsibilities
- Providing administrative and operational support related to HRI’s research funding programs (grants, fellowships, scholarships).
- Supporting the full funding lifecycle: application intake and submission, review panel coordination, award administration, financial processing, reporting, and award closeout.
- Coordinating communications with applicants, recipients, reviewers, committees, advisory councils, and organizational partners.
- Ensuring accurate documentation, compliance with funding requirements, and effective stewardship of awarded funds.
- Preparing funding agreements, offer letters, amendments, and related documentation.
- Monitoring funded awards and supporting financial reconciliation.
- Ensuring reporting obligations are met.
- Serving as the primary administrator and super user of the grant management software system.
- Providing technical support and training to internal and external users of the grant management software.
- Maintaining system data integrity, generating reports, and supporting system enhancements and process improvements.
- Maintaining databases.
- Preparing reports and presentations for the HRI Board and committees.
- Coordinating meetings and events.
- Supporting continuous improvement initiatives related to funding administration processes.
Benefits
- Accommodation, accessible formats and communication supports for the interview upon request.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
Associate degree
