Corporate Services Assistant_ Office of Research Services
About The Position
The Corporate Services Assistant reports to the Director of HR and Administration and works with members of the Office of Research Services (ORS) as well as research teams and colleagues at Bruyère Health. This position works across multiple departments in the ORS and is responsible for assisting with tracking and updating policies & guidelines, processing contracts/agreements, supporting ORS team meetings, assisting with space allocations, information technology logistics and other office related duties. As with all team members, the Corporate Services Assistant serves as a vital link in ensuring accurate and timely information flow and maintaining effective working relationships with the team and stakeholders. To be successful, the incumbent must possess a positive, facilitative attitude and strong interpersonal skills. Additionally, the incumbent must have strong attention to detail, initiative, creativity, sound judgment, as well as problem-solving and time management skills to address non-routine issues daily. This position is a wonderful opportunity for growth, learning and teamwork within a dynamic and fast-paced environment.
Requirements
- Relevant college or university level training
- Experience working with corporate policies
- Experience working with contracts/agreements
- Ability to communicate and interact professionally in a variety of settings, both orally and written
- Proficiency with Microsoft Office (Word, Excel, PowerPoint) with preference given to candidates with high or advanced skills in in Excel
- Proficiency with electronic systems to support implementation and ongoing training related to the new Research Administration System
- High attention to detail
- Demonstrated ability to act independently and as part of a team
- Demonstrated time management and organizational skills with the ability to set priorities and multi-task
- Ability to maintain high degree of confidentiality
- Support team culture and Bruyère Health RI values
Nice To Haves
- Experience with automating workflows using tools such as Power Automate, as asset
- Experience with Microsoft Office 365, and SharePoint and DocuSign, an asset
- Fluent in French and English, an asset
Responsibilities
- Support ORS in the maintenance of institutional policies through policy tracking, formatting, and processing, arranging for posting online
- Guideline & template updating, formatting, arranging for approvals, posting on Bruyere Health RI Resource Hub
- Support to ORS team to process research and administrative contracts/agreements – log, obtain signatures, file, distribute appropriately
- Research Administration System: support the implementation of a new system and associated change management, provide ongoing administrative support as required to ORS and research teams, including creation of new system accounts, and submission and tracking of issues tickets with the vendor
- Organize and maintain ORS physical and electronic storage systems, maintaining and updating archives
- Coordinate team meeting planning E.g., variety of ORS team meetings, staff meetings, updating and circulating agendas, notes, action items, etc.
- Support ORS team transition to SharePoint, efficient document storage and resource management
- General office duties and other duties as assigned, including creation of surveys, review of newsletters, emergency planning support (e.g., pandemic planning), document creation, maintaining electronic mailing lists, etc.
- Support Bruyère Health Information Systems in all IS initiatives that impact Bruyère Health RI, including upgrades, updates, and printing
- Coordinate and maintain tracking of space allocations
- Request Office 365 accounts, and folder access or terminations for Bruyere Health RI employees
- Purchase computer equipment and software for ORS and research team members and maintain updated tracking spreadsheet
- Resolve minor computer/technology issues, software, printing, etc.; escalate issues to HelpDesk as appropriate
- Support supply and equipment ordering and inventory; including Grand and Toy requests & tracking
- Support mail services, including retrieving and distributing mail weekly, creation/deletion of long-distance codes and mail codes
- Direct people to appropriate department for issues (housekeeping, IT, security, facilities, etc.)
- Facilitate Annex E parking applications and logistics
Benefits
- Competitive health and dental benefits program
- 3 weeks' vacation, 10 sick days, 2 float days
- Defined Pension Plan
- Wellness program and on-site gyms
- Employee perks program
- Employee and Family Assistance Program including Mental health support
- Professional development and learning opportunities
- Flexible work environment
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
