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Administrative Secretary, Genome Sciences Centre

Job Code: AS HEU Req# 77296

The Genome Sciences Centre has an opening for a temporary full-time Administrative Secretary position. This position provides secretarial and clerical assistance to the scientific and administrative staff as well as other staff members at the Genome Sequence Centre.


  1. Greeting visitors and employees, answering and directing phone calls, booking meeting rooms, projectors and laptops, distributing mail and updating mailbox lists. Updating telephone directory.

  2. Organizing and replenishing stationery supplies; placing orders with Staples, restocking shelves

  3. Preparing waybills for outgoing parcels and packages for courier service - FedEx or local courier.

  4. Knowledge of Canadian CCV (Common Curriculum Vitae) and other CV formats: CIHR, MSFHR, NSERC & Genome Canada. (Canadian Institutes of Health Research, Michael Smith Foundation of Health Research, Natural Sciences and Engineering Council of Canada)

  5. Create, maintain and update Master CV’s for PI’s (Principal Investigators) and/or Group Leaders with publications, grants, abstracts, talks and all other relevant information pertaining to the PI. 

  6. Create, maintain and update Biosketches: NIH & DOD (National Institute for Health, Department of Defense)

  7. Check Pubmed for new publications, updates on citations of publications and ensure they are added to the CV.

  8. Create, maintain and update bibliographies for grant applications either with RefWorks or Endnote.

  9. Update calendars daily to ensure no conflicts, arrange meetings for PI’s and Group Leaders.

  10. Register PI’s and employees to various conferences abroad and local, arrange travel (flight, accommodation, ground transportation) for PI’s and employees to those conferences - abroad and local – including detailed itineraries.

  11. Assist PI with all travel reimbursements and Visa reconciliation, recovery of third party funds via invoice or expense claim.

  12. Update PI’s home pages.

  13. Performing other related duties. 


Education, Training and Experience

  • Completion of Grade 12 plus two years’ recent related experience or an equivalent combination of education, training and experience.   

Skills and Abilities

  • Ability to type at 45 wpm.

  • Ability to communicate effectively, both verbally and in writing.

  • Ability to multi-task.

  • Ability to deal with others effectively.

  • Physical ability to carry out the duties of the position.

  • Ability to organize work.

  • Ability to operate related equipment.




To Apply

External Applicants

Please send your resume with cover letter to

Internal Applicants

Internal (HEU and HSA union members) applicants please visit to apply online for internal job postings.