POSITION TYPE: Maternity leave replacement, Full-time, 75 hours / pay period, 1 FTE
SALARY SCALE: $25.98 to $33.26 per hour
CLOSING DATE: 2026/07/30*
Why should you join Bruyère Health RI?
The Bruyère Health Research Institute supports investigators who contribute to a better, more responsive health care system that delivers the best care to patients, residents, and families. We focus on finding the future of care for aging Canadians and vulnerable populations.
What we offer?
- Competitive health and dental benefits program
- 3 weeks' vacation, 10 sick days, 2 float days
- Defined Pension Plan
- Wellness program and on-site gyms
- Employee perks program
- Employee and Family Assistance Program including Mental health support
- Professional development and learning opportunities
- Flexible work environment
Summary of the role
The Corporate Services Assistant reports to the Director of HR and Administration and works with members of the Office of Research Services (ORS) as well as research teams and colleagues at Bruyère Health. This position works across multiple departments in the ORS and is responsible for assisting with tracking and updating policies & guidelines, processing contracts/agreements, supporting ORS team meetings, assisting with space allocations, information technology logistics and other office related duties.
As with all team members, the Corporate Services Assistant serves as a vital link in ensuring accurate and timely information flow and maintaining effective working relationships with the team and stakeholders. To be successful, the incumbent must have a very high attention to detail, possess a positive, facilitative attitude and strong interpersonal skills. Additionally, the incumbent must have initiative, creativity, and sound judgment, as well as problem-solving and time management skills to address non-routine issues daily. This position is a wonderful opportunity for growth, learning and teamwork within a dynamic and fast-paced environment.
Main duties and responsibilities
RI Contracts
- Support the preparation, formatting and processing of contracts, amendments, renewals, and related documentation
- Assist in coordinating the contract review and approval process with internal stakeholders
- Coordinate the contract signature, approval process
- Maintain contract files and ensure all executed agreements are properly documented, archived and easily accessible
- Track contract milestones, renewal dates, termination dates, and key obligations
- Monitor contract status and follow up on outstanding approvals and signatures
- Serve as a point of contact between internal departments and external partners regarding contract-related matters and respond to inquiries regarding contract status updates, and documentation requirements
- Monitor and manage shared contract-related email inbox
- Coordinate meetings and correspondence related to contract negotiations and administration
- Maintain electronic contract databases and filing systems
RI Administration
- Support ORS in the maintenance of institutional policies through policy tracking, formatting, and processing, arranging for posting online
- Guideline & template updating, formatting, arranging for approvals, posting on Bruyère Health RI Resource Hub
- Support to ORS team to process research and administrative contracts/agreements – log, obtain signatures, file, distribute appropriately
- Research Administration System: support the implementation of a new system and associated change management, provide ongoing administrative support as required to ORS and research teams, including creation of new system accounts, and submission and tracking of issues tickets with the vendor
- Organize and maintain ORS physical and electronic storage systems, maintaining and updating archives
- Coordinate team meeting planning (variety of ORS team meetings, staff meetings, updating and circulating agendas, notes, action items, etc.)
- Support ORS team transition to SharePoint, efficient document storage and resource management
- General office duties and other duties as assigned, including creation of surveys, review of newsletters, emergency planning support (e.g., pandemic planning), document creation, maintaining electronic mailing lists, etc.
RI – Logistics and IS/IT support
- Support Bruyère Health Information Systems in all IS initiatives that impact Bruyère Health RI, including upgrades, updates, and printing
- Coordinate and maintain tracking of space allocations
- Request Office 365 accounts, and folder access or terminations for Bruyère Health RI employees
- Purchase computer equipment and software for ORS and research team members and maintain updated tracking spreadsheet
- Resolve minor computer/technology issues, software, printing, etc.; escalate issues to HelpDesk as appropriate
- Support supply and equipment ordering and inventory; including Grand and Toy requests & tracking
- Support mail services, including retrieving and distributing mail weekly, creation/deletion of long-distance codes and mail codes
- Direct people to appropriate department for issues (housekeeping, IT, security, facilities, etc.)
- Facilitate Annex E parking applications and logistics
Required Qualifications and Competencies:
- Relevant college or university level training
- Experience working with corporate policies
- Experience working with contracts/agreements
- Ability to communicate and interact professionally in a variety of settings, both orally and written
- Proficiency with Microsoft Office (Word, Excel, PowerPoint) and Office 365 (SharePoint, Teams, Planner) with preference given to candidates with high or advanced skills in in Excel
- Experience with DocuSign
- Experience with automating workflows using tools such as Power Automate, as asset
- Proficiency with electronic systems to support implementation and ongoing training related to the new Research Administration System
- Very high attention to detail with experience in proof-reading and editing documents
- Demonstrated ability to act independently and as part of a team
- Demonstrated time management and organizational skills with the ability to set priorities and multi-task
- Ability to maintain high degree of confidentiality
- Support team culture and Bruyère Health RI values
Additional Competencies
- Fluent in French and English, an asset
About Bruyère Health RI
Bruyère Health and its Research Institute are fully affiliated with the University of Ottawa, and have other regional academic, government, NGO, and industry partners engaged in collaborative research and innovation initiatives. Our research priorities include Aging and Long-Term Care, Palliative Care, Rehabilitation and Recovery, and Social Accountability (encompassing Primary Care and Health Equity).
Additional Information
- Please note that applications received after the closing date will not be considered.
All applicants must provide a recent CV, and a cover letter that clearly indicates that they meet the required qualifications. Copies of your degrees and certifications, if applicable, in one of Canada’s official languages must also be included. Should it be determined that any background information provided is misleading, incorrect, or inaccurate, Bruyère Health may, at its discretion, dismiss your application.
Bruyère Health uses artificial intelligence to screen and assess answers provided by applicants. All applications received are subsequently reviewed by a member of our team. The information received, including that which is reviewed and analyzed by artificial intelligence, is used and stored in a secure environment and in accordance with Bruyère Health’s privacy policy PHIL 04 - Privacy and Confidentiality of Personal Information.
Bruyère Health promotes the principles of diversity and inclusion and adheres to the Employment Equity Act and Accessibility for Ontarians with Disabilities Act. Bruyère Health is committed to developing inclusive, barrier-free selection processes and work environments. If contacted regarding this competition, please advise the departmental official of the accommodation measures which may be required to enable you to be assessed in a fair and equitable manner.
All Bruyère Health employees are required to provide proof of full vaccination for all identified communicable diseases as per our Communicable Diseases: Health Surveillance and Management policy.
An acknowledgement of receipt will be sent following the submission of your application. We thank all applicants for their interest, however, only those selected for further consideration will be contacted.
The next step is yours, apply now!
