The Vector Institute is seeking an Administrative Coordinator to join our Vector Health team in Toronto.
Reporting to the VP Health Strategy and Partnerships, in this key support role you will provide coordination, administrative, and communications support for the VP and other members of the team. You will be a direct public-facing contact with many external health stakeholders including researchers, universities, companies, government ministries and agencies, and provincial and national research funders and be an important contributor to the implementation of Vector’s Health Strategy.
Employment type: Regular, full-time
SELECT KEY RESPONSIBILITIES
Workflow coordination and administrative support
- Regularly undertake a variety of administrative tasks to help organize and facilitate work for Vector health management and faculty including managing an events calendar, arranging meetings, organizing and compiling materials, coordinating catering, and processing expense claims and invoices for payment in a timely manner
- Assist the VP Health Strategy and Partnerships with calendar management, stakeholder and faculty communications, and collaboration with external partners
- Assist the VP Health Strategy and Partnerships with outreach, communications, event invitations, and welcoming attendees to events
- Be the identified “assistant” who complete portions of online applications for research funding submitted through online research funding websites such as “ResearchNet”
- Manage health-related correspondence and coordinate responses to incoming inquires and requests
- Perform other administrative and business functions, as required, which may involve providing support to other members Vector’s leadership team and corporate projects led by the Vector Institute
Event coordination and logistics support
- Coordinate event series and standalone events including, but not limited to: Health AI Rounds, tailored training events for health stakeholders, meetings between health stakeholders and Vector staff or researchers
- Connect with health AI researchers to coordinate visits to Toronto, including accommodation and travel in accordance with broader public sector policies as well as support coordination of health-specific Vector events including working with an Events Manager for catering, technical, and venue liaison
Meetings and contacts management
- Coordinate internal and external meetings including with external health stakeholders
- Maintain health-related email distribution lists
- Enter and update information for health contacts in Customer Relationship Management system (Insightly)
- Provide contact metrics for both external and government reporting purposes
- Writing copy and production support for health-related news and events in support of the Vector Institute’s communications team
- Preparation of corporate correspondence for, and on behalf of, the senior management team
- Assist in the coordination of posting for photographic and video materials from health-related sessions on partner institutions’ sites, social media, and Vector’s own website
KEY SUCCESS MEASURES
- Administrative processes and approval controls are coordinated and well-managed in close coordination with Vector’s other workstreams
- Good systems are established and maintained for communication with health stakeholders
- Support provided by the Health Coordinator frees up the time of the VP, Directors and Vector Faculty Members to take on other work
- The Health Coordinator contributes to the Vector team environment, the Institute’s vision and mission, and shows specific improvements in improving patient health through the application of AI-related methods
PROFILE OF THE IDEAL CANDIDATE
- You have a university degree, ideally in science or business.
- You have 1 – 2 years in an Administrative Coordinator role in a fast-paced, growth-oriented organization where you are frequently called on to resolve multiple problems in a timely manner, sometimes without formal procedures.
- You are adept at prioritizing conflicting needs, managing limited resources, handling matters expeditiously, and following through on tasks through to successful completion.
- You are creative and enjoy collaborating within a small entrepreneurial environment that is results-driven.
- You have exceptional verbal and written English communication skills.
- You are comfortable working with a wide range of clients (e.g., leadership teams, operations staff, graduate students, and external vendors), providing all with a trusted, respectful point of contact.
- You have some experience working in academic environments with independence and non-hierarchical behaviour.
- You have strong problem-solving skills including the ability to actively manage issues and propose solutions for potential problems before they occur.
- You are proficient in Microsoft Office, Insightly, and the Google Suite of services.
- You possess a positive attitude, integrity, a sense of humour, and bring a positive energy and outlook to a not-for-profit corporate culture.
- You are motivated by continuous learning and the opportunity to make a difference and a real contribution to the AI ecosystem.
How to apply
Interested and qualified candidates are invited to send their resume with a covering letter to Catherine Kirby at Catherine.Kirby@vectorinstitute.ai.
We thank all applicants for their interest in this exciting opportunity and will be in touch with those whose qualifications most closely match with our needs.
ABOUT THE VECTOR INSTITUTE
The goal of the Vector Institute is simple: make Ontario – and Canada – a world leader in AI. A new, independent not-for-profit, Vector will help build out the AI ecosystem in Ontario, developing and attracting the world’s best machine learning and deep learning experts, and create an unrivaled convergence of research, investment, entrepreneurialism, and economic growth.