Administrative Assistant - Women’s Health Research Unit (Research Institute)

Do you want to work for a world-renowned research institute that pushes the boundaries of biomedical science and health research? Right here in Montreal! At the Research Institute of the McGill University Health Centre (RI-MUHC), you can be part of an organization focused on scientific discovery and innovation in patient-centered medicine. Join us today and make a difference! Job DescriptionRESEARCH INSTITUTE OF THE MUHC The Research Institute of the McGill University Health Centre (RI-MUHC) is a world-renowned biomedical and hospital research centre. Located in Montreal, Quebec, the Institute is the research arm of the McGill University Health Centre (MUHC) affiliated with the Faculty of Medicine at McGill University. The RI-MUHC is supported in part by the Fonds de recherche du Québec - Santé (FRQS). Position Summary Under the supervision of Dr. Lucy Gilbert, the Administrative Assistant is responsible for providing high-level administrative and organizational support to both clinical and academic activities at the Women’s Health Research Unit. General DutiesUnder The Direction Of The Immediate Supervisor, The Incumbent

• Manages calendars and coordinate appointments for medical and academic staff,
• Receives, screens, and responds to telephone calls and email inquiries in a professional and timely manner,
• Organizes and coordinates meetings and events, including scheduling, preparing agendas, distributing materials, arranging audiovisual equipment, and taking and transcribing minutes,
• Drafts, edits, translates (where applicable), and proofreads various documents including correspondence, reports, meeting minutes, presentations, and internal communications,
• Maintains up-to-date and accurate contact lists, staff directories, and distribution lists.
• Performs general office duties such as ordering supplies, submitting service requests, filing, and organizing documents in physical and digital formats,
• Liaises with internal departments (IT, academic services, finance, HR) as needed to support the administrative and academic activities of the unit,
• Supports the onboarding and scheduling of medical learners (residents, fellows, elective students, observers, and medical students), ensuring all professional ID numbers and required documentation are properly recorded,
• Prepares and maintain the clinical service schedule (ROTA) for attendings, fellows, and other clinical personnel, including the ODC and RECO rosters,
• Updates PETAL MD with absences, call coverage, and scheduling adjustments for attending physicians and fellows,
• Assists in maintaining up-to-date CVs and publication lists for clinical faculty members for academic and reporting purposes,
• Performs other related duties as assigned to ensure the smooth operation of the clinical and academic unit.

Website of the organization https://rimuhc.ca/en Education / Experience Education: Diploma of College Studies (DEC) Field of Study: Office Systems Technology or related field Work Experience: 1 to 2 years Required Skills

• Excellent organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced healthcare environment,
• Demonstrated initiative and problem-solving abilities,
• Excellent verbal and written communication skills in French and English,
• High level of discretion and professionalism in handling sensitive or confidential information,
• Attention to detail and accuracy, particularly when managing schedules, rosters, and official documents,
• Ability to work independently and collaboratively within a multidisciplinary team,
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams, and Zoom.

Additional information Status: Temporary, full time (35-hour workweek) Pay Scale: Commensurate with education and experience. $41,550.60 - $62,353.20. Work Shift: Monday to Friday 8:00am to 4:00pm Work Site: GLEN Site, 1001 boul. Decarie ***If you wish to include a cover letter, please attach it with your resume in one PDF document. *** Why work with us?

• 4-week vacation, 5th week after 5 years,
• Bank of 12 paid days (personal days and days for sickness or family obligations),
• 13 paid statutory holidays,
• Modular group insurance plan (including gender affirmation coverage),
• Telemedicine,
• RREGOP (defined benefit government pension plan),
• Training and professional development opportunities,
• Child Care Centres,
• Corporate Discounts (OPUS + Perkopolis),
• Competitive monthly parking rate,
• Employee Assistance Program,
• Recognition Program,
• Flex work options and much more!

https://rimuhc.ca/careers To learn more about our benefits, please visit http://rimuhc.ca/en/compensation-and-benefits THIS IS NOT A HOSPITAL POSITION. Equal Opportunity Employment Program The Research Institute of the McGill University Health Centre hires on the basis of merit and is strongly committed to equity, diversity and inclusion within its community. We welcome applications from all qualified candidates who self-identify as members of racialized groups/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and 2SLGBTQIA+ persons. We also welcome candidates with the skills and knowledge to productively engage with diverse communities. Persons with disabilities who anticipate needing accommodations for any part of the application process may confidentially contact, research.talent@muhc.mcgill.ca