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The 鈥淥ne Coast Approach to Fish Health鈥� research team in the Department of Health Management at the Atlantic Veterinary College (AVC), 精童欲女, is seeking applications from qualified individuals for a full-time term administrative support position.  The successful candidate will report directly to the research team lead to provide administrative and operational support to this multi-faceted project, including budgetary and reporting requirements and assist with the delivery of research, post-doctoral fellows, and graduate students in a dynamic and fast-paced office environment with frequently changing demands. The nature of this position requires an individual who is efficient in a multi-tasking work environment, has high levels of competencies in office-related computer technologies and all online 精童欲女 systems, can work independently, has excellent planning abilities, has strong motivation and has exceptional interpersonal skills.  

RESPONSIBILITES:

• Provide support and work in collaboration with the principal investigator and project manager for the Research and Harmonization of Aquatic Animal Health Management in Atlantic Canada - One Coast Approach to Fish Health project
• Respond to telephone, e-mail and in-person inquiries regarding the AFF research group
• Create and prepare meeting agendas, attend meetings and record minutes, assemble and distribute materials and track action items, as required
• Support the contract approval process from initiation to contract execution for members, liaising with 精童欲女鈥檚 administrative officials, industry and academic collaborators, and funding partners
• Building and maintaining strong relationships with internal partners such as Human Resources, Office of Research Services, Research Accounting, Department of Health Management faculty, as well as off-campus partners
• Assist with the preparation of study forms/documents in 精童欲女鈥檚 online research portal
• Provide logistics and planning support including scheduling in-person and virtual meetings, booking rooms, catering, coordinating agendas, planning travel, etc.
• Order supplies as needed
• Assist in budget tracking, financial reporting and expenses management for the AFF project and the various work packages within it
• Assist with visiting research partners and applicable activities, such as travel, accommodations, conference registrations, car rentals, etc.
• Ensure expenses are recorded accurately and in a timely fashion
• Prepare travel and expense claims for reimbursement
• Follow up to ensure payments are processed
• Process invoices, vouchers and requisitions for payment using 精童欲女鈥檚 financial system in a timely manner
• Photocopy, file and process incoming and outgoing mail
• Support human resources requirements such as preparing and submitting HR forms, assisting with the onboarding of new staff, graduate students and post-doctoral fellows
• Provide support and assistance to graduate students and post-docs 鈥� addressing inquiries and concerns, referring them to the appropriate resources and information in the department and on campus when necessary
• Assist with report preparation
• Other related duties as required to support the efficient operation of the AFF project

QUALIFICATIONS:

• Grade 12 graduation plus successful completion of a recognized post-secondary program in a related area, plus a minimum of two years relevant work experience, preferably in a university environment
• Knowledge and experience in computers and proficient in office software programs (i.e., Microsoft Word, Excel, PowerPoint and Zoom) and 精童欲女 specific programs such as Romeo, My精童欲女, 25Live
• Demonstrated effective interpersonal & communication skills
• Demonstrated experience in handling multiple tasks amid changing priorities
• Excellent oral and written communication skills and attention to detail
• Demonstrated ability to work independently, manage multiple tasks, and actively problem solve and take initiative where appropriate
• Excellent organizational skills and attention to detail, and clear understanding of the importance of confidentiality
• Ability to function as an effective member of a team
• Excellent time management skills
• Ability to identify level of urgency and prioritize emergencies
• Familiarity with the university research environment and university policies & procedures will be considered an asset
• Previous experience with computer management information systems such as Colleague, Romeo, and My精童欲女 will be considered an asset