Program Assitant – CHAL (Research Institute)

McGill University

Le Centre universitaire de santé McGill (CUSM) est un centre hospitalier universitaire intégré, reconnu à l’échelle internationale pour l’excellence de ses programmes cliniques, de sa recherche et de son enseignement. Le CUSM a pour objectif d’assurer aux patients des soins fondés sur les connaissances les plus avancées dans le domaine de la santé et de contribuer au progrès des connaissances.

Job Description

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 general supervision of the Program Manager and in close collaboration with the Program Leader and researchers, the incumbent provides general research grant related administrative support to assigned academic staff.

General Duties
• Provides research grant related administrative assistance to assigned academic staff of the Program,
• Assists the Program Leader and Program Manager in their administrative duties,
• Types from drafts, letters, correspondence, memos, forms, mass mailings,
• Composes and translates letters and memos,
• Answers, screens and relays telephone calls, takes messages and responds to general inquiries,
• Processes incoming and outgoing mail and arranges for courier service,
• Processes payment of invoices. Prepares and follows-up on payment requests, purchase order requests, and invoices,
• Organizes and maintains an efficient and effective filing system,
• Ensures the ordering and/or maintenance of all office supplies and equipment,
• Ensures follow-up on any repairs of equipment and/or physical space. Requests and liaises for services with housekeeping, security, IT, technical services and telecom, under the direction of the Coordinator and assigned academic staff,
• Advises the Program Manager of any unusual situations or issues,
• Performs any other general office duties such as photocopying, scanning, receiving and sending faxes, etc.
• Assists with the preparation of research presentation materials,
• Books meeting rooms,
• Proof reads and formats general grant and account related correspondence,
• Prepares travel expense forms,
• Maintains an up-to-date academic CV,
• Supports investigators in the preparation of grant registration and submission of grant applications,
• Prepares supervisor-related materials for studentship and postdoctoral fellowship applications,
• Online submission of manuscripts,
• Reference formatting of manuscripts,
• Modifies formatting for specific journals,
• Submission of abstracts,
• Helps with the organization and planning of special events and staff functions,
• Arranges for physical organization of furniture, rearranges as necessary along with staff moves or changes,
• Performs other office duties as per the immediate superior’s request and/or delegate.

Education / Experience

• Secondary V Diploma (D.E.S.) or Vocational Diploma “Secretarial” (DEP – 1,485 hours) or equivalent,
• Two (2) years of related experience,
• French and English – spoken and written,
• Knowledge of the CIHR (Canadian Institutes of Health Research) and FRQS (Fonds de recherche du Québec) systems – SIGNIFICANT advantage
• Excellent knowledge of computer applications such as, Word, Excel, Access and PowerPoint,
• Capacity to learn other software such as Reference Manager,
• Word-processing: minimum of 40 words per minute.

Additional information

Status : Temporary full time (18-week maternity leave replacement stating early July 2023)
Pay Scale:
Work Shift: 35-hour work week
Work Site: Glen site (1001 Décarie blvd)

Why work with us?

• 4-week vacation, 5th week after 5 years,
• Paid time off during the Holidays,
• 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),
• RREGOP government pension plan (defined benefit),
• Courses and professional development opportunities,
• Flex work options and much more!

To learn more about our benefits, please visit


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, [email protected]

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