Job Posting: Admin Assistant
Send Resume & Cover Letter to: Dr. Renée Monchalin at renee.monchalin@mail.utoronto.ca
Weekly hours: Part-Time, 0.5 FTE (18.75 hours per week)
Length of Position: 2 years with possibility of extension
Hourly rate: $27.13 – $33.91 per hour
Start Date: November 2, 2026
Application Deadline: October 19, 2026; Applications will be reviewed on a rolling basis until the position is filled.
Location: Hybrid at Unity Health Toronto, 30 Bond St., Toronto, ON, M5B 1W8
The Fireweed Project is a community-led program of research that builds on existing community knowledge and strengths to advance knowledge of, and remove barriers to, reproductive health services for Indigenous people in Canada. Phase two of the program is the From Research to Action Project, a five-year national study funded by the Canadian Institutes of Health Research (CIHR) that builds on earlier research findings of the Fireweed Project and is co-led by Seventh Generation Midwives Toronto/ Call Auntie Clinic and ekw’í7tl doula collective. The project brings together a national team to co-develop community-led supports, apply an Indigenous-led evaluation, and advance cultural safety in service delivery.
Dr. Monchalin is seeking a part-time Administrative Assistant. The Administrative Assistant will provide overall administrative and organizational support to the Principal Investigator and research team. Their primary role is to perform general office duties such as organizing meetings and events (including taking minutes), maintaining calendars and scheduling, making travel arrangements for the team, filing, and document control/updating. They will also assist with the preparation of reports (to funders, the hospital, and other stakeholders), assist with research (article searches, formatting presentations), and track expenses for project budgets.
As the first point of contact, the Administrative Assistant should have excellent communication and interpersonal skills. Excellent organizational, writing, and computer skills are required. A solid understanding of health research, and enthusiasm for synthesizing large amounts of information, are an asset.
Primary focus of this role
This is a part-time position (0.5 FTE). Approximately 70% of the role is dedicated to the operational and financial administration of the From Research to Action project, including tracking the project budget, processing honoraria, supporting payroll administration for project staff, and coordinating travel and accommodation for two national in-person gatherings. The remaining 30% supports general administration of the broader research program, including assisting with the preparation and submission of grant applications.
Duties/Responsibilities
Due to variable nature of position, this list is to be used as a guide only.
Financial Responsibilities (20%)
Tracks expenses for project budgets, and generates payroll and expense reports.
Tracks and manages staff payroll and benefits in the payroll system.
Purchases honorariums for research participants and research supplies, and assists in the disbursement of research funds to project partners and participants.
Manages travel and travel expenses, as well as prepares and manages reimbursement requisitions for the Principal Investigator and team, including travel and accommodation for national in-person gatherings.
Processes orders and requisitions for the program, including sourcing suppliers, arranging/ensuring delivery, reconciling invoices, and processing payment.
Preparation/Formatting of Materials (20%)
Collects and prepares material for research grants, including uploading documents for grant applications and assisting with obtaining relevant signatures.
Prepares forms (i.e. reimbursement forms, REB applications and forms, contract submission forms), and coordinates the preparation and submission of funding proposals.
Prepares documents for presentations, and formats and prepares presentations, reports, and papers.
Assists in the preparation and submission of academic manuscripts and conference abstracts, including article searches and submission of manuscripts to journals.
Word Processing Responsibilities (15%)
Uses Microsoft applications or other relevant programs to type and develop correspondence and other relevant documentation, including letters, memos, reports, invoices, and abstracts, often of a confidential nature, to support the activities of the Principal Investigator and team.
Collects, compiles, updates, and provides basic statistical and/or financial information and other data to generate and prepare reports, ensuring monthly reporting deadlines are met.
Provides Administrative Support for Meetings and Event Planning (10%)
Coordinates on-site and virtual logistics of meetings, including room bookings, all required AV/computer equipment, virtual platforms, and catering. Troubleshoots on-site problems as they arise.
Attends meetings, as required, recording, preparing, and distributing minutes, and follows up on the implementation of meeting decisions.
Organizes day to day initiatives and special events such as booking venues, equipment, catering, and printing materials.
Administrative Support (10%)
General office duties (i.e. filing, courier services, photocopying, scanning, maintaining inventory, etc.).
Manages staff onboarding and departures, including submitting paperwork to HR, and ensuring staff are well oriented and set up in all relevant systems.
Organizes and Maintains Schedule/Calendar (5%)
Maintains calendars and scheduling for the Principal Investigator and team, coordinating competing priorities and ensuring timely notice of commitments.
Office Management (5%)
Opens, sorts, prioritizes, and distributes mail, and prepares outgoing material for distribution, mailing and/or courier.
Document Control and Electronic and/or Paper Filing (5%)
Creates and maintains an up-to-date filing system, including meticulous preparation and maintenance of up-to-date study documentation (i.e. creating and updating tracking sheets), both hard copies and electronic.
Assists with and tracks Research Ethics Board submissions.
First Point of Contact/Communication (5%)
Acts as the first point of contact for the research program, responding to and directing enquiries from community partners, collaborators, and internal stakeholders in a professional and timely manner.
Qualifications, Knowledge and Skills
Bachelors Degree or higher OR demonstrable equivalent combination of specialized education and experience.
Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Access, Outlook).
Excellent computer skills including file sharing/storage software (i.e. SharePoint), video conferencing (i.e. Zoom, Microsoft Teams), and survey software (i.e. SurveyMonkey, Qualtrics), as well as the ability to use computerized databases and other computerized tools.
Experience in supporting and submitting research grant proposals.
Experience tracking budgets, processing honoraria, or supporting payroll in a research, community, or non-profit setting.
Experience coordinating travel and accommodation for multi-day events or gatherings.
Experience working respectfully with Indigenous communities and organizations, grounded in an understanding of cultural safety and community-led work, is an asset.
Excellent organizational skills to manage multiple projects in a timely manner.
Excellent communication and interpersonal skills.
Please submit your cover letter and resume to Dr. Renée Monchalin at renee.monchalin@mail.utoronto.ca. In your cover letter, we invite you to describe your experience working within Indigenous community-led research and other experience relevant to this role.
This is a fully Indigenous-led research program. We strongly encourage applications from First Nations, Inuit, and Métis applicants, and we welcome applicants who bring lived experience, community connection, and a commitment to reproductive justice.
Only those candidates selected for an interview will be contacted.
