Administrative Coordinator- Division of Nephrology (Riverside Campus)

$24.698-$28.370 per hour
Competition No.:
Posting Date:
June 5, 2018
Closing Date:
Friday 22 June, 2018
Start Date:

* Applications must be received no later than 4:30 PM EST on the closing date (Friday 22 June, 2018)

Position Summary

The Division Administrative Coordinator will provide clerical and administrative support for clinical research activities carried out within the Division of Nephrology and by members of NPO, and works under the supervision of the Director of Clinical Research.

General Administration

  • Organize, coordinate, attend and minute meetings of the clinical research team.
  • ¬†Liaise with outside individuals and agencies in relation to ongoing research studies, new industry sponsored research studies, fund raising opportunities, and private and industry sponsored donations.
  • Directs, supervises, and documents deposits/disbursements from individualized study cost centers including ordering and ¬†managing petty cash, parking and meal vouchers, processing cheques and cheque requests.
  • Tracks working hours and payroll for research coordinators, and invoices individualized study cost centers the appropriate staff hours.
  • Working with OHRI human resources for new staff onboarding by facilitating signature and documentation collection and completing necessarily paperwork for new hires and volunteers.

Research and Academic


  • Help facilitate study start up including scheduling, attending and leading site qualification visits, providing study sponsors with necessary staff training, qualifications, and calibration documentation, assist with study budget negotiations, and coordinate the completion or research data transfer agreements and/or research service contracts with the appropriate instances at TOH/OHRI (e.g. contracts office) and outside institutions,.
  • Maintains education binder (CVs and training), Common CV, and medical license documentation up to date for all members of the Division.
  • Maintain and keep up to date files on competency and completion of required training for Research Coordinators.
  • Ensure that appropriate research training is completed and documented for any students‚Äô or physician trainees embarking on/ involved with clinical research within the Division of Nephrology.
  • Help prepare and manage Individual study regulatory binders.
  • Maintain and secure electronic copies of study files. Transfer information from paper to electronic format as necessary.
  • Database creation and data entry.
  • Assist research coordinators with miscellaneous research tasks (ex. Printing consent forms and case report forms, programing 24hour blood pressures, preparing lab supplies).
  • Maintain inventory of research supplies and coordinates maintenance and/or resolution of troubleshooting issues.
  • Collect calibration and annual testing certificates for required research equipment.
  • Places orders using OHRI research cost center (s).
  • Performs monthly reconciliation of OHRI research cost center (s).
  • Organizes offsite storage of research material.
  • Assists in conference registrations/travel arrangements/presentations/posters and reimbursement of expenses.

Grant Submissions:

  • Assists with preparing grant applications:¬† may include performing basic literature searches, uploading articles using Reference Manager, completing forms, contacting and obtaining information such as CVs from co-applicants, obtaining appropriate signatures, grant assembly and uploading of documents, photocopying, and arranging courier services.
  • Obtains quotes for products and services needed for research projects.

Ethics Submissions:

  • Organizes, assembles, and uploads electronic submissions to the Research Ethics Board (REB).
  • Obtains signed service impact forms and other administrative forms/documents as required for submissions.
  • Tracks progress of each submission as per REB expected timelines.
  • Communicates with REB regarding the progress of the application and concerns raised by their members.
  • Submit annual renewals and amendments to the REB as applicable.
  • Facilitate French translation of participant study materials.

Article Preparation and Submission

  • Assists with formatting and preparation of manuscripts for submission.
  • Obtains signed documents from author and co-authors as per journal requirements.
  • Submits manuscripts electronically.
  • Tracks progress of the submission as per journal expected timelines.


Required Qualifications:

  • Community College Diploma or equivalent.
  • Undergraduate degree in health-science related field preferred.
  • 5+ years previous related research/administrative experience.
  • Knowledge of MS Office with intermediate skills in Work and basic knowledge of Excel.
  • Experience maintaining databases.
  • Knowledge of scientific literature search engines an asset.
  • Experience or familiar utilizing reference management software.
  • Knowledge of hospital infrastructure and understanding of health care issue in Ontario an asset.
  • Knowledge of Canadian Granting Agencies and Research Ethics Board proceedings an asset
  • Ability to work and thrive in a team environment.
  • Written communication, proofreading and editing skills required to draft or generate correspondence or documents.
  • Strong interpersonal and verbal communication skills.
  • Must have ability to multi-task with an attention to detail, demonstrating organizational, prioritisation, and time-management skills.
  • Ability to work well with minimal supervision.
  • Demonstrates initiative, tact and diplomacy.
  • Ability to handle highly sensitive and confidential information
  • Proficiency in speaking and comprehending both English and French (Level B+) is an asset.


HOW TO APPLY: To apply for this exciting opportunity, please forward resume and cover letter quoting the corresponding Competition Number, by email at, by fax at 613-737-8851 or by regular mail to Human Resources:

Department of Medicine, Box 206, The Ottawa Hospital, 501 Smyth Road, Ottawa, ON K1H 8L6.

We sincerely thank all applicants for their interest but only those under consideration will be contacted.


IMPORTANT NOTICE: Support staff are employees of the hiring physician(s) or Division and the Ottawa Hospital is the paymaster of our employees. Although our employees have offices within the Ottawa Hospital, they are not employed by the Ottawa Hospital.

The Department of Medicine is committed to the principle of equal opportunity in its employment practices and to providing an environment free from discrimination and harassment for all employees. The Department of Medicine will, upon request provide accommodations in accordance with the Accessibility for Ontarians with Disabilities Act.