Summary of responsibilities
Reporting to the Human Resources Department, the person performs routine secretarial duties and manages several research-related files simultaneously. He/she assists research unit directors in their administrative functions: manuscripts, grant and scholarship applications to funding agencies. She maintains the researchers' curriculum vitae in the required formats. She completes the requested bibliographic references. He/she participates in the preparation of meetings, conferences and congresses and in the organization of researchers' travel.
More specifically, the person is called upon to:
- Manages administrative, management and secretarial tasks; establishes and implements organizational structures (electronic and paper formats) for the conduct of projects/activities and establishes a work schedule to meet deadlines;
- Provides administrative and management support to the Researcher;
- Writes and coordinates administrative procedures to facilitate the work of other units, aiming for efficiency, use of standard forms and meeting deadlines;
- Writes news releases/briefings and simple letters, in French and English, for the Researcher's signature;
- Prepares drafts of more complex letters for the Researcher's approval;
- Designs templates for form/document submissions;
- Coordinates information gathering, report writing, analysis and document distribution activities;
- Coordinates logistics for meetings and committees attended by the Researcher;
- Prepares and sends to internal and external members of these meetings/committees the agenda and all relevant documents for each meeting. Follows up on decisions made;
- Establishes and maintains an efficient filing system for correspondence, various research documents and files processed,
- Performs various secretarial activities, including writing, formatting, updating, producing and linguistically revising information documents from the various sectors.
- Support the manager in the management and follow-up of his/her agenda, calls, emails and mail.
- Participate in the logistical organization of various events (team meetings, committees, assemblies, travel, public relations activities, etc.).
- Collaborate in the preparation of the annual budget and budgetary follow-up during the year (analysis and justification of variances).
- Performs any other related duties that may be assigned by the Researcher
Required Qualifications
- D.E.P. in office automation or equivalent at the college or university level.
- Three (3) to five (5) years of relevant experience.
- In-depth knowledge of the computer environment and common software.
- Organizational skills, priority management, thoroughness and discretion.
- Very good bilingualism (French, English) spoken and written.
Profile required
- Knowledge of the scientific research environment would be desirable.
- Speed
- Sense of priorities
- Administrative management of the laboratory
- Advanced knowledge of Microsoft Office, Workforce Now, EndNote / Reference Manager
- Knowledge of fundraising.
Working conditions
- Regular full-time position (35 hours/week), telecommuting for an indefinite period during the pandemic.
- Contribution to the Régime de retraite des employés du gouvernement et des organismes publics (RREGOP);
- Life, health and salary insurance plans;
- 13 paid holidays and 9.6 days of sick leave per year;
- 15 days of vacation after one year of employment;
- Employee Assistance Program.
How to apply
Please send your resume by email to recruterh@ircm.qc.ca.
