ASSISTANT ADMINISTRATION PLANNING (H/F)

Group Administration Assistant

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Reporting to the Coordinator, Meetings/Committees/Health & Safety, the Group Administration Assistant is responsible for the planning and administrative functions of the Canadian Cancer Trials Group (CCTG). The Group Administration Assistant is a key member of the CCTG administration team who works within a collaborative environment to enable the CCTG Team to deliver cancer clinical trials. This includes leadership of national/international meetings of the organization, executive support of scientific and operational committees of the network, and group membership and administration.

National and International Meeting Administration

• Assist in the planning and development of national and international meeting project plans for CCTG meetings, including but are not limited to the Annual Spring Meeting, Annual Fall Meeting/IND, New Investigator Clinical Trial Committee Course, Network retreats and workshops, sessions at major meetings (ASCO), and trial specific meetings that are required. Assist in the development of correspondence and materials, conduct quality control measures to ensure accuracy, liaise with participants and funders to ensure timely response, and ensure event invitations and information are distributed in a timely manner.
• Liaise with potential contractors for meeting venues and ensure procurement expectations are met. Assist in the oversight of activities at national/international meetings and ensure the highest level of service during the meetings, including the Spring Meeting Welcome and Administration Team (SWAT).
• Coordinate the Continuing Medical Education (CME) accreditation process in compliance with Royal College of Physicians and Surgeons of Canada (RCPSC) expectations for accredited meetings. Collate and submit material post meeting, in accordance with expected timelines, ensuring accurate and timely submission of materials.

Communicate membership requirements clearly and effectively, ensure all material required is received at CCTG and processed in a timely manner.

• Address any issues with insurance that arise through the annual collection process.
• Establish Conflict Of Interest (COI) collection, review, and conflict management processes identified.

• Executive Support to Network Committees:

• Administer the membership processes for the executive network committee, on an annual/biannual basis, ensuring compliance with the Terms of Reference for these groups.
• Develop and provide tools to support compliance within the network.
• Address issues of concern with supervisor, to ensure these are escalated to the COO.

Administrative of CCTG Operations:

• Provide administrative support to the human resources processes, from recruitment to the onboarding of new staff, using CareerQ and PeopleSoft systems.
• In collaboration with the supervisor, recommend changes to processes to ensure efficiencies within the administrative activities of the CCTG. This includes front office reception, processes of samples, patient registration/randomization, security/health and safety matters of the group. Ensure documentation, manuals and training are up to date.
• Two year post-secondary program in Office Administration/Management, or related field.
• Previous experience (2 to 3 years minimum) in office administration, in a medical or research environment.
• Knowledge of Queen’s University procedures, policies and guidelines is considered an asset.
• Respects diversity and promotes inclusion in the workplace.
• Strong computer skills including Microsoft Office products, databases (e.g. Oracle), and web tools.
• Office management/administration skills in order to work with limited supervision. Sound judgment and sensitivity in maintaining strict confidentiality with materials and issues.

Determine which project require the most attention.

• Support training and address any issues/concerns with Supervisor.
• Determine content of draft correspondence and minutes. Employment Equity and Accessibility Statement

Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities.