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Administrative Assistant

Job Code: AA 01-28-2019

A position is available immediately for a permanent full-time Administrative Assistant. Reporting to the Administrative Coordinator or designate and working within the context of a research environment, the Administrative Assistant produces a variety of confidential and sensitive documents, participates in the preparation and submission of grant proposals and assists with a variety of financial functions within the Genome Sciences Centre (GSC).

The Administrative Assistant works with diverse and sensitive issues. This position exercises initiative, judgment and problem solving skills to complete work.  Judgments affect the accuracy, reliability and acceptability of further processes or services in the department. 

Responsibilities will include:

    • Maintains a coordinated and up-to-date calendar for the designated PI’s appointment schedules by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts. 
    • Arranges and coordinates appropriate travel and accommodation arrangements for designated PI’s attendance, including Lab members at conferences and meetings, confirms reservations, and establishes an itinerary.
    • Responds to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues.
    • Produces timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports.  Creates, updates, and maintains CV’s and Biosketches for PI’s and other scientific staff and lab members.
    • Administers  Petty Cash.
    • Assists in credit card reconciliation by collecting receipts and submitting them to GSC Finance in a timely manner.  
    • Prepares and submits expense claims to GSC, PHSA, and other institutions or organizing/sponsoring agencies.
    • Assists with setting up conference calls, booking rooms, laptops & projectors.
    • Performs other related duties as assigned.

Skills Required

Ideally, you will bring to the role:

      • a minimum of five years’ recently related secretarial experience, preferably in a health care or research environment
      • superb organizational and word processing skills
      • a typing speed of 60 wpm
      • an ability to communicate effectively, both verbally and in writing
      • proven ability as a team player



To Apply

Please send your resume with cover letter to

We request that you specify the position you are applying for by identifying the Job Code only (e.g. "AA 01-28-2019") in the subject line of your emailed application.