Administrative Assistant; SRI - Physical Sciences - Regular

Administrative Assistant (SRI) - Physical Sciences - Regular Full-time

Sunnybrook's ground‑breaking research changes the way patients are treated around the world. Our 200+ scientists and clinician‑scientists conduct more than $100 million of breakthrough research each year, supported by a broad range of administrative positions. Sunnybrook is one of Canada’s premier academic health sciences centres, named one of Canada's best employers. We care for patients at critical times; we conduct leading‑edge research;

and we are a fully‑affiliated teaching hospital of the University of Toronto.

The Physical Sciences Platform at Sunnybrook Research Institute invites applications from committed, motivated, and experienced individuals who will provide administrative support to 4‑5 Physical Sciences Platform Scientists, report to the Platform Manager, and help us broaden our horizons and grow our culture of inclusivity, respect, and belonging.

• Assist 4‑5 scientists with grant applications and grant progress reports; proof‑reading, budget preparation and grant submission
• Assist in tracking and filling in work hours for lab staff using UKG Dimensions workforce management platform
• Maintain accurate and up to date CV for PIs (e.g., research grants held, funding applications submitted, publications, and abstracts) in various formats including the Canadian Common CV
• Manage all aspects of organizing and planning meetings and events for scientists using Google calendar and Outlook
• Keep track of scientists’ reviews and promotions dates and support the preparation of reviews and promotions dossiers
• Organize seminars for scientists, visiting speakers, and collaborators
• Organize scientists’ travel to national and international conferences, workshops, meetings, associate editor ships, granting agency committee work, and graduate courses
• Perform efficient search, retrieval and management of scientific papers using library services
• Process the corporate credit card statements and receipts for scientists
• Manage expense reports, reconcile monthly financial statements and ensure all documents are complete and handled in a timely fashion
• Process payments for lab services and purchases
• Process reimbursements for scientists and guide lab members with their reimbursements
• Provide assistance with University course materials and committee meeting bookings
• Provide assistance with ethics board protocol submissions, applications to the Technology Transfer Office, and submissions to the Hospital’s Legal Department and their follow‑up
• Provide assistance with new student and lab staff onboarding
• Maintain courier account and stationery accounts for Scientists
• Do document editing using MS Word, manipulate scientific graphs within documents, assemble graphics in slides using PowerPoint, maintain small databases and spreadsheets, and manage website content
• Be familiar with the roles of other administrative team members to provide administrative support and coverage during absences or high volume periods

• University degree or Business Secretarial Diploma
• 5 years or more experience in office administration within a university or large, multidisciplinary research institution working with senior scientists
• Superior grammar and proof‑reading skills; accuracy and meticulous attention to detail
• Ability to produce high quality work and to work well under pressure to meet multiple deadlines
• Knowledge of bookkeeping
• Advanced knowledge of Microsoft Office and Google Workspace
• Excellent written and oral communication, office management, organizational skills, and attention to detail
• Demonstrated ability to assume responsibility without direct supervision; exercises initiative, good judgment, and makes decisions within the scope of assigned authority
• Ability to work effectively and professionally both independently and within a team environment
• Experience with scientific research grant applications such as NIH, CIHR, NSERC, HSFC is preferred

Seniority level
:
Mid‑Senior level

Employment type
:
Full‑time

Job function
:
Administrative

Industries
:
Hospitals and Health Care

All applicants must be eligible to work in Canada. The position is closed once all applications have been reviewed; only short‑listed candidates will be contacted.