Lead Coordinator

Plans, leads and supports the communications and administrative activities of the Faculty of Medicine Research Office and associated programs. The incumbent will act as a resource person and main contact for the sector with regards to administrative policies and procedures, providing high-quality service to all stakeholders while ensuring compliance with university and external policies. They are responsible for day-to-day administrative tasks, manage research processes and files (i.e., internal programs, forms, events, etc.) as well as financial processes (i.e., processing invoices, travel claims, petty cash, billing, requisitions and purchase orders related to the Research Office). In addition, this position will play a critical role in coordinating research teams and communicating research opportunities, initiatives, and successes to internal and external audiences.   

In this role you will:

• Liaison & Guidance: Acts as the first point of contact between the Research Office and Faculty members, partners (Hospitals/Research Institutes), and external funding agencies to ensure that all parties possess the information they need to optimize the efficiency of research administrative processes. Monitors all inquiries to determine the nature and urgency of inquiry, ensures the delivery of high-quality services and to provide an accurate response in a timely manner. Maintains strong relationships with key contacts and adjusts responses as appropriate to audience needs (internal/external, academic/public inquiries).

• Communications & Content Creation: Leads the development and implementation of the Research Office communications strategy, including managing multiple channels such as newsletters, website, social media, list servs, and medical research funding/awards databases to ensure that internal and external audiences are regularly updated on Faculty research services, special projects, and funding opportunities. Monitors internal and external activities pertaining to research to identify information to be included in communications products that support researchers to secure and manage research funds. Anticipates requirements and generates content to best meet ongoing business needs while ensuring compliance with web, official language and accessibility standards and established policies. Develops, drafts, edits, and translates content in appropriate language and style. Leads the promotion of Research Office initiatives, events and funding opportunities to target audiences and maximize outreach and participation. Establishes standard formats, text and templates for research and promotional materials, proposals and letters. Develops and evaluates performance indicators and coordinates improvements to maximize effectiveness.

• Administrative Support: Manages administrative processes and generates efficiencies related to Research Office activities and initiatives involving internal and external stakeholders. This includes but is not limited to: monitoring generic email inbox, setting agendas, scheduling, attending meetings and compiling minutes. Makes all logistical arrangements related to scientific and partnership initiatives, workshops, events, team meetings and site visits (e.g., funding agencies, international research delegations). Writes a variety of documents including, but not limited to, letters, correspondence, reports, internal policies and procedures for both internal and external use.

• Project Management: Plans and manages assigned research office projects and programs as needed, including but not limited to coordinating and managing internal research funding programs, student bursary programs, events, site visits, and special projects. . Defines project scope, determines steps, monitors relevant progress, makes adjustments throughout the process and ensures efficient communication between participants. Tasks may include assisting in the development and implementation of internal policies and programs, developing and launching calls for funding applications, organizing seminars, brainstorming sessions and other research-focused events, synthesizing information, soliciting and reviewing letters, compiling documents for internal or external grant and awards, and coordinating internal review processes.

• Research Promotion: Works with internal and external partners to support research promotion activities such as identifying stories and drafting research profiles and developing communications material to promote faculty research so that discoveries, research initiatives, inventions and other exceptional accomplishments garner visibility and publicity with the media and the general public.. Develops and maintains in-depth knowledge of Faculty members and their research areas of focus to facilitate targeted communications to research groups and enabling the development of expert committees, respond to media inquiries, and build focused research teams.   Oversees the Research Office website, MedResearch newsletter and annual report, gathering and compiling information required to generate content and posting regularly for internal and external audiences. Writes communications (letters, acknowledgements, correspondence, newsletter articles, etc.) for use in creating awareness, promotion of Faculty members and Faculty initiatives and priorities.

• Research Coordination: Works with Research Office leadership and Senior Advisors to support various portfolios, including but not limited to research space and technical services, research grants and contracts,and research chairs and awards. Tasks may include synthesizing information, soliciting, writing and reviewing letters and other documents, compiling documents for external grant and awards submissions, and coordinating internal review processes. Provide support to various research committees from an administrative perspective and may be called upon to assist in the preparation of more formalized documents such as nominations, research policies, etc.

• Compliance: Coordinate the review and approval of grants and contracts that require approval by the Vice Dean Research & Innovation and/or institutional signing authority (Office of the VP Research & Innovation) to ensure a streamlined process and avoid delays. Coordinate the Animal Care & Veterinary Services Scientific Merit Review process and ensure compliance with university and government policies.

• Research Reporting: Conducts surveys, and compiles data, statistics and other information related to research rankings, trends, faculty research activities (e.g., publications, funding, etc), and research contracts. Uses this information to support internal and external reporting (e.g., Association of Faculties of Medicine of Canada, Council of Ontario Faculties of Medicine) and provides management with data to inform long-term strategic planning.

What you will bring:

• Advanced knowledge and experience in administration and communications in an academic environment normally acquired through a university degree in a relevant field, or an equivalent combination of education and work experience.

• Minimum of 4 years experience in a research administrative or communications role, ideally within an academic or research-intensive setting.

• Experience interpreting and applying research policies and procedures with strong attention to detail.

• Knowledge of national and international research funding agencies, foundations and programs an asset

• Strong organizational skills and the ability to produce high quality work under pressure while managing competing priorities and meeting strict deadlines.

• Experience in analysis and problem-solving.

• Excellent communication, interpersonal and customer service skills, including writing, editing and proofreading skills.

• Demonstrated ability to create and maintain relationships within the University and externally.

• Experience planning and organizing activities and projects.

• Ability to work independently while exercising excellent judgement.

• Experience using computer systems and applications such as Windows, word processing software, spreadsheets, databases, presentation software, internet and email.

• Bilingualism – English and French.

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