Hybrid Administrative Coordinator

at Ontario Institute for Cancer Research

• Job title: Administrative Coordinator
• Job type: Contract
• Experience level: Mid level, Senior
• Salary: CA$56,000 - CA$62,700 per year
• Degree requirement: Professional Certificate
• Location requirements: Hybrid, Toronto, Canada

About the role

• Administrative Coordinator providing administrative support in Risk & Compliance at OICR. Managing schedules, meetings, and communications in a temporary full-time role until October 2026.

Responsibilities

• Provides general administrative support to the Director, Risk, Compliance and Facilities, Manager Facilities, Executive Director OCREB and the General Counsel and Privacy Officer and team(s)
• Manages signature request/coordination process
• Maintains calendars/schedules for multiple senior staff
• Manages logistics for team meetings and conferences including inviting attendees, taking minutes, drafting and distributing agendas, booking travel, location set up and catering requirements
• Prepares correspondence, formats and proofreads emails/documents
• Assists with vendor and Request for Proposal (RFP) renewal tracking
• Supports management in all aspects of onboarding new team members
• Provides vacation/back-up support to the Executive Assistant, Finance as needed
• Coordinates financial billing and payment activities, including coordinating, processing, and tracking the submission of invoices and expenses, preparing monthly expense reports and reconciling monthly purchasing cards
• Assists with presentations, project plans, reports and other communication materials.
• Monitors, responds and generates reports (triages, redirects) on internal service ticketing system queus
• Develops, organizes and maintains electronic and paper information filing/retrieval methods and systems in accordance with OICR policies and procedures
• Completes expense and P-card reconciliation
• Monitors and analyzes departmental budgets (e.g., drafts budgets for approval; monitors and analyzes accounts identifies variances)
• Books quarterly Enterprise Risk Management (ERM) meetings with institute wide risk owners.
• Coordinates the annual maintenance of enterprise-wide business continuity plans and the Emergency Response Manual.
• Supports Corporate Project Leaders through project coordination functions including developing timelines, follow-up, material creation and document management.
• Plans, schedules and organizes project meetings, keeps clear minutes, captures assignment of action items and ensures follow-up.
• Manages all aspects of the SharePoint project sites for Corporate Services Leaders.
• Coordinates the space management process and updates seating plans monthly
• Supports OICR staff requests from the facilities ticketing system
• Coordinates the transportation of Stericycle boxes and gas cylinders
• Coordinates facilities related onboarding/offboarding activities for the institute
• Manages and oversees the access card process (including monitoring the ticketing system for activation, deactivation, problem solving and programming requests) in compliance with OICR Security Policy
• Coordinates facilities purchasing administration including PO reconciliation and payment process
• Manages external vendors to obtain quotations for service and implementation
• Acts as back up for inventory checks and ensures adequate supply of general office supplies including paper, printer toners and other accessories, and kitchen supplies
• Ensures Facilities cost centres budget tracking system is kept up to date for reporting on a monthly basis
• Effectively maintains and coordinates a full range of legal and privacy services
• Maintains the contract management system, including report generation
• Coordinates the quarterly security reports for the Ontario Tumor Bank Program and participates in the audit process
• Supports the General Counsel and Privacy Officer to organize, attend and takes minutes at meetings
• Coordinates signatures with external vendors, research institutes, and hospitals
• Supports/assists the ERT team by attending calls, minute taking, attendance management and document creation
• Organizes multiple large committee meetings (30+ people)

Requirements

• Completion of a recognized post-secondary Office Administration Program (College diploma) or recognized equivalent
• Experience in a comparable administrative role
• Advanced proficiency in computer software, e.g., MS Word, Outlook, Excel
• Familiar with using web browser-based applications for timekeeping, and data entry, such as SharePoint and Google Suite
• Demonstrates exemplary customer service skills and good judgment
• Excellent organizational and problem-solving skills; quality and detail oriented
• Excellent verbal and written communication skills
• Strong internal and external relationship management skills, ability to interact and work professionally and effectively with staff and vendors
• Ability to work well under pressure, prioritize and multi-task within a fast-paced environment.
• Self-motivation and initiative
• Adaptability, flexibility, diplomacy and tact

Benefits

• Defined benefit pension plan (HOOPP)