Offer summary

Qualifications:

College diploma or university degree in a related field is preferred., 2-5 years of administrative/research/event coordination experience is required., Strong attention to detail and solid proofreading skills are essential., Proficiency in MS Office and excellent written and verbal communication skills are necessary..

Key responsibilities:

Provide administrative support for the Grant-in-Aid and Personnel Award programs.

Manage applications, data entry, and liaise with applicants and reviewers.

Assist with peer review activities and preparation of meetings.

Act as a contact for inquiries regarding applications and external research community inquiries.

Job description

At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke.

We believe in equity, diversity and inclusion ― it’s embedded in our values and core mission work to support all people in Canada to lead healthier lives. We are committed to applying this principle to cultivate a welcoming environment that embraces diversity among our employees. Candidates from diverse backgrounds, including but not limited to, Indigenous peoples, racialized communities, 2SLGBTQIA+ communities, women, and people living disabilities are encouraged to apply.

To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website.

The opportunity

(Please note this is a 6-month contract, covering for an illness leave. As a remote working role all candidates must reside in Canada.) 

Working directly with the Specialist, Research Programs, the incumbent will provide administrative support for the Grant-in-Aid and Personnel Award programs in the Research Department at the Heart and Stroke Foundation of Canada (HSFC). Additional duties involve assistance with programs launched through Strategic Initiatives. We are looking for someone who is strong in administrative tasks and has a keen attention to detail. 

How you will make an impact every day

Administration 

Support the administration of the Grant-in-Aid program, including the intake and management of applications, data entry, liaison with applicants and reviewers.

Support the administration of the Personnel Award programs, including the intake and management of applications, data entry, liaison with applicants and reviewers.

Administer the HSFC Peer Review and Research email inboxes, including respond to and forward incoming messages as appropriate.

Assist the Specialist, Research and Coordinator, Research in the day-to-day activities in the management of HSFC research programs, peer review, and related processes.

Assist with all HSFC peer review activities including quality control (ratings verification, etc.), evaluation, and recruitment of committee members, as required.

Assist with the preparation of the peer review meetings as required.

Attend the peer review meetings in Ottawa in December (5 days) to assist as required.

Contribute insights into the identification of improvements and enhancements to research-related administrative processes.

Information sharing 

Act as a contact for inquiries regarding applications through the award cycle.

Serve as a contact for external inquiries from the research community in relation to CIRCUlink, web site, application guidelines, awards etc.

Who we need

Education

College diploma or university degree in a related field is preferred.

Experience

2-5 years of administrative/research/event coordination experience is required.

Experience with research granting organization, either in the non-profit or government sector, would be considered a strong asset.

Extensive experience with Internet search engines is an asset.

Skills

Attention to detail, solid proofreading and analytical skills required.

Thorough knowledge of the full range of office software products including Windows, electronic mail, database, and MS Office (Word, Excel, PowerPoint) is required.

Solid interpersonal skills and team player abilities are essential.

Must have excellent written and verbal communication skills.

Well-organized and the ability to handle peak demand periods essential.

Proficiency in both English and French are definite assets

What we offer

At Heart & Stroke, we make it a priority to foster a culture of caring by implementing practices and programs that foster respect, compassion, trust and attentiveness to our own and others’ health and well-being.

In addition to a competitive salary, Heart & Stroke believes that time off is integral to the personal health and wellness of our employees.  We offer paid wellness days and personal days. Furthermore, our staff enjoy flexible hybrid working arrangements and support with reimbursement for mobile phones.

Apply now

If you want to join the fight to beat heart disease and stroke, please apply by sending your resume by June 6, 2025. Applicants must be currently residing in Canada and legally entitled to work in Canada.

Only those candidates that qualify will be selected for an interview. At this time, all interviews are being conducted via phone and/or video call ― we look forward to “virtually” meeting you!

Accommodation

We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please let us know and we will do our best to address your needs.

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