Office Assistant - Oa4 (Aeses)

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

• Completion of a formal training program in a related discipline from a recognized institute plus three years of directly-related experience..

EXPERIENCE:

• Knowledge of Hepatology Section is required.
• Experience working in a research and clinical environment is required.
• Experience scheduling clinical appointments is required.
• Knowledge of the University of Manitoba research processes is required.
• Knowledge of conducting research with Indigenous communities is required.
• Experience working with diverse groups of research participants is required.
• Demonstrated experience of effective communication with Indigenous individuals and organizations is required.
• Experience prioritizing a range of research-related tasks is required.
• Experience working with confidential patient health care data is required.
• Experience with REDCap is required.
• Experience with Access & PACT database program is required.
• Experience with food records and Trustwell Food Processor software is required.
• An equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Experience with current version of Word, Excel, Access, PowerPoint, and Outlook required.
• Effective interpersonal skills and excellent organizational skills required.
• Effective communication skills, both verbal and written is required.
• Ability to work both independently and as a member of a team is required.
• Ability to deal with large volumes of data and to reconcile inconsistent pieces of data is required.
• Experience assisting research staff in clinical setting, required.
• Experience assisting research staff with preparing and processing biological samples (labelling, tracking) is required.
• Previous experience with Data entry required.
• Ability to organize and complete complex secretarial routines is required.
• Skill in dealing with all levels of staff, students, and the public, is required.
• Ability to maintain confidentiality is required.
• Must be capable of performing other duties as assigned is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

• Previous experience working in a clinical setting, preferred.
  

Responsibilities:

• Coordinates day-to-day administrative operations of the Hepatology Research Program across multiple investigator-driven projects.
• Serves as the primary point of contact for study participants, triages participant inquires as appropriate and supports participant recruitment and retention under the direction of the PIs.
• Serves as the primary administrative liaison between investigators, research staff, clinic teams, and external collaborators.
• Organizes research meetings, clinic schedules, and program activities.
• Supports preparation and submission of grant applications, including coordination of documents, budgets, and timelines.
• Tracks grant deadlines, submissions, and reporting requirements.
• Assists with manuscript and abstract submission processes.
• Monitors research accounts, budgets, and expenditures across projects.
• Processes expense claims and purchase requests and reconciles financial records.
• Assists with budget development and financial tracking for grants.
• Maintains project tracking systems for ongoing studies, timelines, and deliverables.
• Supports basic data organization and maintenance of research records/databases.
• Providers administrative coordination for clinical trials, including scheduling, documentation, and communication with sponsors/CROS.
• Supervises the onboarding of new research staff, summer students and volunteers and overall administrative workflow of the research team.
• Liaises with UofM IT Service desk and MED IT Team for setting up user accounts and access to the network for research staff.
• Entry into and maintenance of study databases (Access, RedCap).
• Serve as a RedCap resource person for the research team.
• Trains and supervise team members working with the study database.
• Collect and enter all laboratory results into the study database.
• Prepares study charts for clinics.
• Ensures accurate files with lab requisitions and results.
• Mails required documents to study participants.
• Communicates with the study participants to book follow-up and end of study appointments and develops the clinic appointment schedule.
• Maintains accuracy of the clinic appointment schedule by making timely changes and rebooking in cases when participants cancel or don’t show up for their appointments.
• Orders and maintain stock of all clinical supplies.
• Track the expiration dates for the supplies and ensure that the blood collection tubes and equipment is up to date.
• Submits EPIC orders and Concur claims and reconciles expenses.
• Orders and maintains range of office supplies and equipment as required.
• May be required to perform related duties not exceeding skills and capabilities as required.