Opportunity – Full-Time Administrative Assistant, Planetary Health August 2024

Job Title

Administrative Assistant, Planetary Health, Dahdaleh Institute for Global Health Research

Overview and Job Purpose

Under the supervision of the principal investigator and organized research unit (ORU) director, the Dahdaleh Institute is seeking a full-time administrative assistant to join our dynamic research community.

The administrative assistant will support office administration, communications, events programming, and financial administration at the Dahdaleh Institute. They will work with the director, coordinator, and other Institute staff to develop and manage an ongoing seminar series and other Institute events, prepare and disseminate Institute communications, and ensure the smooth operation and accurate record-keeping of all Institute activities. The successful candidate will have administrative experience in an academic research environment, excellent organizational and communication skills, and proficiency with a range of software applications. Similar experience at York University is a strong asset.

The administrative assistant will primarily work in person at the Dahdaleh Institute office (York University, Toronto). This is a full-time position, 35 hours per week, for up to one year, starting immediately. Salary range: $45,500 to $58,500, depending on experience and qualifications, plus a comprehensive benefits package.

We welcome applications from all qualified individuals, including but not limited to women, persons with disabilities, visible minorities (racialized), Indigenous Peoples and persons of any gender identity and sexual orientation. York University is committed to a positive, supportive, and inclusive environment.

Major Responsibilities

General Office Administration (30%)

• Provides efficient and effective client service support by responding to general enquiries (in person, by telephone, and by email) from internal and external stakeholders
• Coordinates space and workstations, including scheduling and booking meeting rooms in a shared calendar
• Provides administrative support to research projects and Institute activities by drafting documents; keeping records on OneDrive; uploading and updating records on Airtable database; and procuring and maintaining inventory of office supplies
• Supports the critical perspectives in global health research committee
• Supports the membership, scholarship, and internship programs
• Assists with developing and updating operating manuals for Institute processes
• Attends and takes minutes during staff meetings

Event Support (25%)

• Coordinates the Institute’s calendar of activities
• Supports all aspects of event planning, promotion, and logistics
• Produces event and communications materials such as posters, signage, name tags, place cards, programs, and menus, etc.
• Provides event support (tech checks, Zoom maintenance, invitations/follow-ups, room setup, take pictures, etc.)
• Acts as a resource for Institute members and affiliates for event ideas, location selection, vendor selection, audiovisual tools, etc.

Communication Support (25%)

• Updates the Institute’s websites
• Creates, edits, and distributes the Institute’s newsletters
• Collects and distributes information about Institute members
• Drafts messages for engagement on the Institute’s social media accounts (MS Teams, Twitter, Facebook, and LinkedIn)
• Collaborates with researchers and staff to write, edit, and submit articles for promotion in York’s journal of record, YFile
• Ensures all written work follows the Dahdaleh Institute Style Guide and is reviewed and edited

Backup Financial Administration Support (20%)

• Completes all finance- and expense-related paperwork for the Institute and its affiliates, including but not limited to timesheets, payment requisitions, purchase requisitions, accountable advances, processing of invoices, preparing and submitting journals, purchase orders, claims for reimbursement, etc., for review by the finance assistant prior to submission to the Institute director for approval
• Prepares monthly reconciliation of operating and endowment funds
• Maintains back-up documentation for all transactions for operating and endowment funds
• Tracks cost recoveries for the Institute and liaises with appropriate offices to ensure transfers are completed in a timely manner – includes printing, conference, workshop fees, etc.
• Provides information and assistance to Institute affiliates related to the completion of forms
• Follows up with various departments as required (e.g., missing information, incorrect charges) and resolves any discrepancies
• Brings unresolved issues to the attention of the Institute coordinator
• Investigates proper policies and procedures upon request
• Tracks balances, commitments, and status of select grants
• Assists Institute coordinator with preparation of draft financial reports and budgets
• Enters contact information, contract/membership details, and other data into database
• Administers biweekly payroll, including sending reminders, updating database of employees, preparing roster for review and submission, and conducting data quality control and data clean up e.g., following up with contract holders/members for missing information
• Acts as a resource for questions related to finance policies and processes e.g., event catering and honoraria

Executive Support (10%)

• Provides administrative and special projects support to the Institute director and associate director as requested
• Other duties as assigned

Qualifications

• Demonstrated ability to work collaboratively in a team setting
• Able to work on-site at the Dahdaleh Institute
• University undergraduate degree
• Minimum 1-2 years administrative and clerical experience
• Excellent written and oral communications skills
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Experience maintaining websites and social media platforms
• Experience with Hubspot or similar customer relationship software
• Experience with Adobe Creative Cloud or similar graphic design software
• Strong organizational skills including electronic file management
• Strong financial administration skills
• Excellent ability to manage time, tasks, and coordinate multiple priorities
• Excellent judgment and good understanding of research environment

Application Deadline

Ongoing. Initial application review begins on August 2, 2024.

How to Apply

Submit your application package via the form here: https://airtable.com/shrhxBpRN98sBLYXL

Your résumé should clearly reflect how you meet the posted qualifications. Only short-listed candidates will be contacted.

If you have any questions, please email dighr@yorku.ca

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