Admin Assistant PI VITAL

Job Responsibility:

GEMINI Administrative Assistant Posting

GEMINI ( is a unique big data platform in the Canadian healthcare landscape using advanced methods and analytics to extract and standardize data captured in hospital electronic health records. GEMINI currently exists at 35+ Ontario hospitals and supports the Ontario General Medicine Quality Improvement Network, GeMQIN, a provincial network led by Ontario Health to improve care for general medicine hospital patients. General medicine patients represent 40% of emergency admissions to hospital and are the largest group of hospitalized patients. GEMINI is a collaborative data and analytics platform for all Ontario hospitals to accelerate research and quality improvement, leading to excellent hospital care.

GEMINI is building the Vital real-time health data for Trials, Artificial Intelligence and a Learning Health System (VITAL) platform. VITAL advances a secure, high-performance computing environment in Ontario, Quebec and Alberta that allows hospital data to be collected every 24 hours, linked, deidentified, and accessed by researchers through a unified portal.

The GEMINI team at Unity Health Toronto is currently seeking an Administrative Assistant to support the VITAL and GEMINI programs with a broad range of essential administrative and business support services. This includes: preparing and maintaining necessary documents using Microsoft Office and Google Docs, coordinating and scheduling appointments for multiple attendees in a timely manner, providing administrative support for meetings, managing supplies, software licenses and subscriptions, onboarding new team members and researchers to the program, performing financial functions within scope of authority, and assisting with research documents such as grant proposals and research ethics board submissions, etc.

The ideal candidate for this position is highly motivated, organized, attentive to detail, and demonstrates excellent communication skills. The Administrative Assistant will report to the Director of VITAL and work closely with the GEMINI Co-Leads, the Executive Team and other staff members.

Duties & Responsibilities:

Acts as the front line contact for internal and external collaborators

Organizes, maintains and prioritizes schedules of the GEMINI Executive Team

Prepares and submits expense- and recruitment-related forms on behalf of the team while adhering to Unity Health Toronto's procedures and policies

Orders and keeps an inventory of supplies and equipment

Works with team and updates training manuals and Standard Operating Procedures

Drafts, types and edits, letters, reports, minutes/agendas, and policies and procedures

Completes reimbursement forms, purchase orders, expense requisitions, purchase card reconciliation and travel requests for the GEMINI Executive Team

Assists in organizing and planning team events and other efforts to enhance office workplace culture through social and other activities

Assists in research-related activities such as grant submissions, research contracts, and research ethics board submissions

Prepares and maintains curricula vitae

Performs clerical duties such as filing, photocopying, faxing, and mailings

Performs cross functional and/or other responsibilities as assigned

Qualifications:

At least 2 years of related experience is required; accounts payable experience an asset

Excellent verbal and written communication skills

Excellent interpersonal and customer service skills

Excellent organizational and time management skills

Excellent problem identification and problem solving skills

Working knowledge of Microsoft Office and Google Docs applications, adaptable to learning new tools such as Slack and SmartSheet

Ability to work independently and prioritize workload in a fast paced environment

Ability to work discretely with and protect confidential information

Ability to use good judgment in assessing difficult situations

Strong knowledge of Unity Health Toronto's operational practices, procedures and standards would be an asset

Experience with grant submission guidelines and processes such as the Canadian Institute for Health Research (CIHR) would be an asset

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.