Research-Clinic Assistant, Eye Care Team

The combined Research-Clinic Assistant will provide high quality research support to Dr. Johane Robitaille. Specifically the Research-Clinic Assistant will assist Dr. Robitaille in coordinating her research activity as well as her clinical activity at the Ophthalmology include but are not limited to:

• Maintaining updating formatting producing clinical and research documents such as online common CV documents and various progress reports patient searches including collecting data from a variety of sources to produce or update the documents.
• Maintaining databases and reference materials collecting research articles including retrieving journal and book articles from the Internet as well as grant/research-related information.
• Providing data management assistance with data entering maintaining databases such as SPSS and REDCap databases preparing data sets for analysis conducting and/or monitoring questionnaire scoring and other data entry tasks and conducting simple descriptive and inferential statistics on data assistance in research grant proposals letters of intent manuscript formatting citations and online submissions etc.
• Managing research ethics board submissions and renewals and assisting with closure requirements or transfer of research studies.
• Assisting with research projects according to specific study protocols helping to identify and recruit participants completing training on study protocols conducting telephone screenings and scheduling research participant appointments guiding participants through study procedures obtaining consent of study participants administering research questionnaires and following up with research participants and their families including liaising during studies and reporting back to research participants at the end of studies.
• Making travel arrangements for external guests including booking and processing claims and expense recoveries and coordinating payments and reimbursements managing and ordering supplies.
• Clinic activity specifically: Booking and coordinating Adult and Pediatric ORs including pre and post op clinic appointments with Orthoptists tech and consulting services etc. as needed.

Additional Responsibilities

• Answering phone calls and emailmessages promptly relaying messages processing incoming/outgoing mail and composing correspondence typing/transcribing reports and correspondence establishing and maintaining office filing systems to ensure efficient storage and retrieval of material filing and processing documents photocopying and delivering documents as needed liaising with clinic and research personnel including external personnel to manage communications as indicated.
• Scheduling coordinating and maintaining appointments meetings events (including rooms catering & equipment as needed); preparing agendas; attending meetings and recording transcribing and distributing minutes; preparing slides posters and Power Point presentations; transcribing a variety of documents (letters memos reports research-related applications etc.); liaising with outside organizations and colleagues (including via a list serv).
• Updating and maintaining an electronic calendar and website
• Updating and maintaining a website.
• Complete Clinic billings using MOM / Accuro software

Monday to Friday 8:30-4:30 37.5 hrs per week

• Graduate of a recognized Secretarial/Office Administration Diploma Program or Diploma in Business is required
• Experience in a research environment required; anequivalent combination of education training and experience may be considered.
• Administrative/secretarial experience required; an equivalent combination of education and experience may be considered.
• Familiarity with Accuro or MOM billing system an asset
• Experience in a related role in a health center or university/academic environment preferred bookkeeping an asset.
• High degree of computer literacy and advanced working knowledge of computer programs including Windows Outlook Microsoft Word Excel PowerPoint and REDCap as well as Adobe Acrobat SPSS data analysis and internet resource use required.
• Experience using university and hospital libraries including experience with EndNote/Refman/Refworks programs for referencing formatting article retrieving and library management an asset.
• Good working knowledge of various office equipment (i.e. fax photocopier scanner etc.) required.
• Demonstrated excellent organizational skills communication and interpersonal skills attention to detail initiative and ability to work with minimal supervision and productively within a team required.
• High regard for quality accuracy attention to detail and flexibility to meet workload demands required.
• Experience preparing research grant applications manuscripts protocols and reports an asset.
• Excellent problem-solving skills and the ability to communicate effectively both verbally and in writing.
• Ability to prioritize workload and meet deadlines
• Willingness to maintain & update skills & knowledge
• Ability to maintain confidentiality of all family & employee information
• Competencies in other languages an asset; French preferred