Administrative Assistant

VACANCY NUMBER: 43456CG

JOB TITLE: ADMINISTRATIVE ASSISTANT, FT

STATUS: FULL TIME

DEPARTMENT: NIAGARA HEALTH KNOWLEDGE INSTITUTE

LOCATION: MAROTTA FAMILY HOSPITAL, ST. CATHARINES

HOURS OF WORK: 75 HOURS PER PAY PERIOD; MONDAY - FRIDAY

POSTING DATE: 01 June 2026

CLOSING DATE: 15 June 2026

UNION: NON UNION

WAGE RANGE: $34.555 to $40.642 PER HOUR

POSITION OBJECTIVE

Reporting jointly to the Director, Research Operations and the Executive Director and Chief Scientist, Niagara Health Knowledge Institute (NHKI), the incumbent will provide confidential and complex administrative support to the NHKI Executive Director and Chief Scientist, Director, Research Operations, Research Scientists, Research Coordinators, researchers, trainees and their associated portfolios. The incumbent will also assist in promoting the NHKI portfolio to our local communities and our national partners by supporting event and meeting planning and organization, including NHKI Research Day and by supporting the development of the NHKI Annual Report. The incumbent will establish and maintain credible and effective working relationships with internal and external contacts, executive administrative assistants, physician leads and research staff of clinical research programs, communications, finance, human resource, and management team members. The incumbent must have a positive attitude and superior organizational and communication skills necessary to maintain Niagara Health's core values. In addition to supporting the daily administrative needs of the NHKI team, the incumbent will support researcher and trainee onboarding according to policy, monitor training deadlines, facilitate signatures for research agreements and make necessary arrangements for travel and conference registrations. The incumbent will also support clinical research staff at the time of an audit and/or monitoring visits as required and will assist with the onboarding of NHKI staff. Travel between sites for coverage is required.

DUTIES & RESPONSIBILITIES

o Set up and maintain various databases to track research output (e.g. grants, conference presentations, manuscript publications), research ethics submissions, research agreement, research training, etc.

o Proactively monitor and maintain research agreements and research training records for upcoming renewals requiring action

o Provide administrative guidance with all research projects including responding to general inquiries about process, facilitating activities related to all research agreements (follow up on outstanding agreements, obtain wet ink signatures from NH executives, upload executed research agreements, etc.)

o Refine researcher training tracking system to automate reminders

o Respond to inquiries regarding the processes to start a research project at Niagaga Health

o Coordinate and maintain NHKI leadership team's electronic calendars and to manage meetings (in-person, virtual or hybrid) bookings with internal and external partners

o Coordinate (set up and circulate meeting invites, agenda, etc), attend and take minutes for all committee meetings (e.g. NHKI Advisory Committee, NHKI Research Subcommittee, Research Day Planning Committee, Clinical Trials Team Meeting etc) and some project meetings

o Ensure accuracy, completeness and appropriateness of all materials prior to dissemination

o Support Director, Research Operations and clinical research staff at the time of audits and/or monitoring visits

o Collaborate with the NH communications team by supporting with design and production of promotional materials for the NHKI including logos, infographics, newsletters, brochures, annual reports and social media posts

o Support event planning (tight timeline management, coordination with external vendors, material sourcing, budgeting, etc.) to plan, organize and coordinate various NHKI events including Research Day and fundraising events

COMPETENCIES AND ATTRIBUTES

o Proficient in Microsoft Suite (Access, Words, Excel, PowerPoint, Outlook, Teams)

o Superior organizational and communication skills (written and oral)

o Ability to adapt to circumstances and accommodate tight timelines

o Ability to work independently and as part of a team

o Familiarity with use of Microsoft Co-Pilot to optimize workflows such as recording meeting minutes

o Broad knowledge in Adobe Design Suite and Canva Suite preferred

o Proficiency in photography (shooting and editing photos) preferred

o Proficiency in social media platform including Meta Business Suite (Facebook, Instagram), Twitter/X, LinkedIn preferred

o Proficiency in backend webpage content management to, in collaboration with the NH communications team, maintain and update the NHKI webpage

o Ability to anticipate needs and prioritize competing priorities efficiently

o Willingness to learn new skills

QUALIFICATIONS

o Completion of a College Diploma specializing in Office Administration, or equivalent

o A minimum of five years administrative experience

o Demonstrated ability to handle a large and diversified workload with often rapidly changing priorities and challenging deadlines

o Demonstrated proficiency in minute-taking

o Demonstrated proficiency in Microsoft Suite, Adobe Design Suite, Canva Suite, Meta Business Suite, Twitter/X, LinkedIn, etc.

o Demonstrated proficiency in event planning, coordination and management

o Demonstrated proficiency in design and preparation of newsletters, brochures, reports, presentations and infographics

o Demonstrated proficiency in communicating messages via various social medial platform including Facebook, Instagram, Linkedin, Twitter/X, etc.

o Demonstrated proficiency in setting up and tracking complex databases

o Evidence of effective organizational, interpersonal, communications, judgment, decision-making, and conflict resolution skills

o Ability to work effectively within a multi-disciplinary team

o Flexible, self-directed, motivated and able to work proficiently with minimal supervision

o Ability to share a portfolio of previous work to demonstrate proficiency in graphic designs, photography, event planning, etc.

o Consistent and regular attendance required

Questions, quoting the job posting number may be directed to ***email_hidden***

How to Apply: If you are interested in this position, please visit our careers page by 11:59pm June 15, 2026 and submit an application through eRecruit. (Reference Job Posting #43456) Please note - you will need to create an eRecruit profile to apply.

This position is an existing vacancy at Niagara Health. No artificial intelligence is used in the screening, assessment, or selection of applicants. If you believe you have encountered or applied for a fraudulent job posting claiming to represent Niagara Health, please contact ***email_hidden***.

At Niagara Health, we value diversity, equity and inclusion, and welcome applications from all people. We are especially interested in hearing from you if you are excited about being part of a respectful and hard-working team in the beautiful Niagara Region, have a passion for service and excellence in healthcare, have a background or related expertise in the healthcare environment, supporting patient care and providing extraordinary customer-service.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Niagara Health will provide accommodations through the recruitment process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

At Niagara Health, we are committed to advancing diversity, equity and inclusion. As a part of this work, we collect information on Ontario Human Rights Code grounds and non-Code grounds in order to: hire and retain diverse talent, prevent and/or address systemic barriers to access and opportunity, improve service delivery and programs and advance diversity and inclusion overall. All identification questions are optional and include a "prefer not to answer" option.