EXPIRÉ : Administrative Assistant, Program Team

Job description

About Brain Canada
Brain Canada Foundation (Brain Canada) is a national registered charity headquartered in Montréal, Quebec. We play a unique and invaluable role as a national convenor of those who support and advance brain research. A greater understanding of how the brain works contributes to the prevention, diagnosis, treatment, and cure of disorders of the brain, ultimately improving the health outcomes of people in Canada and around the world.

Our Commitment to equity, diversity, and inclusion (EDI)
Brain Canada is committed to improving and expanding brain science to benefit all people, including groups historically under-researched and underrepresented. We know that increasing the diversity of the research workforce and integrating sex and gender in brain research leads to innovation and greater impact.
Our commitment to EDI is reflected in actions we are taking to diversify our workforce and to foster inclusive environments through our advertising, interviewing, hiring, training, mentoring, and performance review practices. We actively welcome members of underrepresented groups such as women, Indigenous Peoples, persons with disabilities, visible minorities, immigrants, and LGBTQ2+ communities.
Territorial acknowledgement
The offices of Brain Canada Foundation are located on the traditional, ancestral territory of the Kanien’kehá:ka Peoples, a place which has long served as a site of meeting and exchange amongst nations. In our work, we focus our efforts on the Truth and Reconciliation Commission’s Calls to Action, particularly those that pertain to improving health for Indigenous Peoples and that focus on advancing our own learning on Indigenous issues (Calls to Action numbers 19 to 24).

SUMMARY OF THE POSITION

Reporting directly to the Program Operational Lead and working in close collaboration with the Research and Program Team, the Administrative Assistant provides support with the implementation and administration of Brain Canada’s programs and activities.

RESPONSIBILITIES

General administrative support to the Research and Program Team
• Assist with preparation of reports, presentations, and other research and program-related documents.
• Review material and correspondence, when needed, to ensure accuracy and completeness of information.
• Field and direct external inquiries on program-related matters by managing the Programs inbox.
• Assist and liaise in developing and disseminating high-level information to be shared among the Research and Program Team and other Brain Canada departments.
• Assist the Research and Program Team with the storage and organization of research and program-related documents, including data entry, record keeping, and updating databases.
• Attend and actively participate in weekly team meetings, including with other departments.
• Support the Chief Research and Program Officer, from time to time, in managing their administrative work.
• Assist with human resources related tasks, such as onboarding new Program team members.
• Participate, as requested, in select science conferences and preparing summary reports.

Administrative support to the Research and Program Team throughout the grant lifecycle
• Provide day-to-day support to the Research and Program Team, including reviewing material related to funding opportunities (e.g., Request for Applications), processing of applications, and administration of grants.
• Support the organization and administration of the peer review process.
• Assist the Research and Program Team in preparing documents for applicants, grant recipients, and other stakeholders, as needed.
• Support the Research and Program Team in setting up new funding opportunities in Brain Canada’s Grant Management System.
• Oversee the document management and storage system, SharePoint, for the Research and Program team, reviewing regularly to ensure documents are stored and organized properly.
• Help in delegating progress report reviews to Program Managers and Senior Program Managers and track outstanding reports.
• Assist the Research and Program Team in responding to questions from competition inboxes, as needed.
• Assist and perform any other related duties, as needed.

Work environment:
Brain Canada Foundation is committed to providing an excellent work environment for team
members. We offer:

• A competitive compensation package including a complete benefits plan.
• A flexibility to work from home, in accordance with our Work-from-Home Policy.
• A healthy, flexible, and dynamic work environment that values teamwork, creativity, innovation and work-life balance.
• Access to professional development and training as available.

Required experience and qualifications

QUALIFICATIONS
• College Diploma in administration or equivalent with a minimum of 3 to 5 years experience as an administrative assistant.
• Experience in research setting or research funding organization is considered an asset.
• Proficient in English and French (oral and written): The incumbent of this new position will be required to communicate continuously in French and English with the Research and Program Team, as well as with all internal and external stakeholders in the Canadian scientific community. The incumbent of this new position will act alone, their responsibilities are not shared with other members of the organization.

TALENTS
• Excellent written and verbal communication skills.
• Excellent attention to detail and organizational skills.
• Demonstrated ability to appropriately and effectively communicate and work with all members of a team.
• Strong computer literacy and familiarity with Microsoft Office Suite (Word, Excel, PowerPoint), Outlook, and video conferencing platforms.
• Ability to learn and acquire new skills, including new software and tools.
• Excellent time-management skills with the ability to manage and prioritize tasks effectively.
• Ability to work in a fast-paced environment and work under pressure to meet deadlines.
• Strong understanding of organizational structure, policies, and documents in order to provide accurate information efficiently and in a timely manner to various stakeholders (internal and external).
• Positive attitude and willingness to learn and adapt to different types of requests.

Job posting period

Until 2023-08-31 at 08:56