Fellowship and Bursary Administrative Assistant

Do you want to work for a world-renowned research institute that pushes the boundaries of biomedical science and health research? Right here in Montreal! At the Research Institute of the McGill University Health Centre (RI-MUHC), you can be part of an organization focused on scientific discovery and innovation in patient-centered medicine. Join us today and make a difference!

Job Description

RESEARCH INSTITUTE OF THE MUHC

The Research Institute of the McGill University Health Centre (RI-MUHC) is a world-renowned biomedical and hospital research centre. Located in Montreal, Quebec, the Institute is the research arm of the McGill University Health Centre (MUHC) affiliated with the Faculty of Medicine at McGill University. The RI-MUHC is supported in part by the Fonds de recherche du Québec - Santé (FRQS).

Position Summary

Department / Research Program: Department of Pediatric Surgery, Montreal Children’s Hospital (MUHC)

Reporting to the Chair of the Department of Pediatric Surgery, the Fellowship and Bursary Administrative Assistant provides administrative support to the department’s fellowship and observership programs, including the PartnerOne Global Surgery (POGS) program and other bursary-funded streams. The incumbent manages the full trainee life cycle: selection and funding preparation, payroll and HR onboarding, status tracking, and budget and tuition reconciliation. The role also includes organizing academic rounds and workshops and providing general administrative support to the Chair. The incumbent is the main point of contact between the program, McGill Postgraduate Medical Education (PGME), MUHC Finance and Human Resources, the RI-MUHC, the Montreal Children’s Hospital Foundation, the McGill Student Accounts Office, and trainees. This is a one-year, full-time contract.

General Duties

Under the direction of the Chair of the Department of Pediatric Surgery, the incumbent:

• Updates departmental funding timelines with the Associate Chair of Education in line with McGill Postgraduate Medical Education (PGME) guidelines, updates, circulates for review and posts to the department website the bursary application forms and the guide for non-MCH-funded trainees,
• Coordinates the twice-yearly selection of trainees: schedules Bursary Committee meetings and the Clinical Bursary draw, checks applications for completeness against approved eligibility criteria, prepares candidate files for committee review, updates the scoring sheet, prepares agendas and records minutes,
• Drafts letters advising Program Directors of competition results, confirms Pediatric Trainee Contribution Fund (PTCF) positions with divisions, and submits funding confirmation letters to PGME by the required deadlines,
• Prepares bursary award letters for the Chair’s approval, sends them to incoming trainees, and files signed letters in each trainee’s folder,
• Prepares finance authorizations to the MUHC special fund and compiles the HR document packages needed to create trainee payroll profiles,
• Serves as the administrative point of contact for applicants, selected participants, host divisions and partner institutions throughout the training experience,
• Maintains an onboarding checklist for each participant and follows up with the appropriate offices on appointment status, immigration documents, credentialing, insurance and institutional access, as applicable,
• Coordinates practical arrival information, including accommodation resources, orientation schedules, identification cards and access to hospital and university services,
• Works with host supervisors to document training objectives, schedules, designated contacts and evaluation requirements,
• Coordinates completion documents, certificates and departure procedures, and keeps in contact with participants after their return home,
• Maintains the roster of residents and fellows, the trainee funding overview and the appointment tracking document, and processes leaves of absence, extensions, terminations and other status changes,
• Prepares the draft annual bursary budget, including the version submitted to the Montreal Children’s Hospital Foundation (MCHF), and updates it with confirmed trainees each January,
• Monitors budget spending, reconciles invoices from Finance, prepares requests for additional trainee funding, and sends reimbursement invoices to funding bodies and McGill,
• Sends the yearly trainee list to the McGill Student Accounts Office, reviews tuition invoices by funding source, keeps tuition payment records in RI-MUHC and McGill accounts, and confirms that all invoices are settled before fiscal year-end (March 31),
• Organizes twice-yearly education rounds and workshops: invites speakers, books rooms, posts the schedule, sends calendar invitations, arranges catering, tracks attendance, and processes honoraria and travel reimbursements,
• Manages the agenda and appointments related to the programs, schedules meetings and calls, and screens and responds to emails and inquiries,
• Drafts, formats, translates and proofreads correspondence, reports, minutes and presentation materials,
• Prepares web content such as forms, guides and schedules to be posted on the department website,
• Provides general administrative support to the immediate supervisor as needed: receives and screens telephone calls, takes messages and prioritizes incoming correspondence,
• Organizes and coordinates meetings, takes, transcribes and distributes minutes with relevant documentation,
• Books conference rooms and audiovisual equipment and assists with the preparation of presentations,
• Maintains paper and electronic filing systems and orders office supplies,
• Collects program data (trainee profiles, evaluation surveys, reports from returning candidates) and prepares reports to assess program impact, supports the preparation of funder reports, research ethics submissions and manuscripts arising from the program,
• Distributes and compiles end-of-rotation feedback forms from trainees and host supervisors,
• Tracks the outputs of returning candidates at their home institutions (publications, presentations, new clinical services, trainees taught),
• Performs any other related tasks as required by the immediate supervisor.
  
  

Website of the organization

https://rimuhc.ca/en

Education / Experience

Education: Diplome of College Studies (DEC)

Field of Study: Office Systems Technology, administration or related field

Other education considered an asset for this position: Bachelor’s degree in administration, health sciences or a related field

Work Experience: One (1) to two (2) years of administrative support experience. Experience in academic, hospital or postgraduate medical education administration is an asset.

Required Skills

• This position requires an advanced knowledge of oral and written French.
• An advanced knowledge of oral and written English is required, as the position requires regular and complex contact with international trainees and researchers who are exclusively proficient in English.
• Strong interpersonal and organizational skills, ability to manage multiple files and recurring deadlines across several partners (PGME, Finance, Human Resources, funding bodies).
• Ability to take initiative, work under pressure and work autonomously with minimal supervision.
• High level of analytical skills and attention to detail, including budget tracking and bookkeeping.
• Ability to handle confidential trainee, financial and HR information with discretion.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams), Google Workspace (Docs, Sheets, Slides, Forms), Adobe and Zoom.
• Familiarity with Monday.com or a similar project-tracking tool, and with AI tools for drafting and document organization, is an asset.
  
  

Additional information

Status: Temporary, full time (35-hour workweek)

Pay Scale: Commensurate with education and experience

Work Shift: Monday to Friday 9:00am to 5:00pm

Work Site: Glen Site, 1001 Decarie Blvd.

☒ This position offers the possibility of a hybrid work arrangement (on-site and remote).

Additional specifications: One-year (12-month) contract. Hybrid work possible depending on program needs.

***If you wish to include a cover letter, please attach it with your resume in one document. ***

Why work with us?

• 4-week vacation, 5th week after 5 years,
• Bank of 12 paid days (personal days and days for sickness or family obligations),
• 13 paid statutory holidays,
• Modular group insurance plan (including gender affirmation coverage),
• Telemedicine,
• RREGOP (defined benefit government pension plan),
• Training and professional development opportunities,
• Child Care Centres,
• Corporate Discounts (OPUS + Perkopolis),
• Competitive monthly parking rate,
• Employee Assistance Program,
• Recognition Program,
• Flex work options and much more!
  
  

https://rimuhc.ca/careers

To learn more about our benefits, please visit http://rimuhc.ca/en/compensation-and-benefits

THIS IS NOT A HOSPITAL POSITION.

Equal Opportunity Employment Program

The Research Institute of the McGill University Health Centre hires on the basis of merit and is strongly committed to equity, diversity and inclusion within its community. We welcome applications from all qualified candidates who self-identify as members of racialized groups/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and 2SLGBTQIA+ persons. We also welcome candidates with the skills and knowledge to productively engage with diverse communities. Persons with disabilities who anticipate needing accommodations for any part of the application process may confidentially contact, research.talent@muhc.mcgill.ca