Administrative Officer at The Ottawa Heart Institute Research Corporation (OHIRC)

Company Name: The Ottawa Heart Institute Research Corporation (OHIRC)

Job Type: Two year term

Job Location: Ottawa, Ontario

Application deadline: June 25, 2024

Company Website:

Application email / URL:

The Ottawa Heart Institute Research Corporation (OHIRC) is the research arm of the University of Ottawa Heart Institute. The Office of Clinical Research and Compliance is responsible for support of the clinical research enterprise. We are currently expanding our team to enhance administrative support for the Office and clinical research activities at the Institute.


The Administrative Officer position will be responsible for tasks including but not limited to:

  • Leading staff engagement activities such as circulation of updates, coordination and presenting at staff meetings, coordination of Annual Workshop and other special meetings/education sessions as required
  • Maintaining central email accounts and responding to questions/queries from staff and external parties or triaging to the most appropriate person
  • Supporting and organizing onboarding activities for new clinical research staff and Investigators (e.g., sending welcome emails, scheduling meet and greets, providing instructions on required training, coordinating orientation)
  • Providing administrative support to the Office of Clinical Research and Compliance Team
  • Managing clinical research clinic rooms and supplies and maintenance of common equipment
  • Essential document management including collection and management of training and regulatory documents
  • User management and ongoing administrative support for electronic trial master file system
  • Maintenance of internal and external clinical research web content
  • Reconciliation of office account charges and submitting purchase orders and purchase requests to Finance
  • Assisting with annual and interim quality metrics and reporting
  • Other administrative tasks and support as needed

Basic requirements

  • Post secondary education, preferably in the health science related field
  • Minimum 2 years of experience conducting/supporting clinical research or minimum 2 years of experience in an administrative role
  • Strong computer skills, including experience with Microsoft Outlook, Word, Excel, PowerPoint

Preferred qualifications

  • Clinical Research Certification (SOCRA or ACRP) or degree or certificate in clinical research
  • Comprehension of PHIPA, TCPS2, ICH-GCP Guidelines, and Health Canada regulations, with evidence of recent training
  • Experience with submission of Research Ethics Board applications

Personal suitability

  • Highly motivated with the ability to work independently, managing competing priorities effectively to meet deadlines and expectations while remaining flexible and adapting to ever-changing demands
  • Meticulous attention to detail, strong organizational and planning skills
  • “Customer” service oriented (i.e., the clinical research community)
  • Excellent interpersonal skills with the ability to build strong relationships and work collaboratively with the research teams as well as colleagues in Research Administration
  • Excellent written and oral communication skills, including the ability to prepare and deliver presentations to various audiences
  • Strong conflict resolution skills
  • Ability to manage confidential information

To apply

Please send your cover letter and CV to

Applications from Indigenous persons, members of racialized minorities, persons with disabilities, women, members of the LGBTQ+ community, as well as from all qualified candidates with the skills and knowledge to productively engage with equitable, diverse and inclusive communities are strongly encouraged.

According to government policy, all qualified candidates are invited to apply; however, preference will be given to Canadians and permanent residents. When submitting your application, please indicate if you are legally entitled to work in Canada.

The University of Ottawa Heart Institute is committed to ensuring barrier-free selection processes and work environments. Accommodations will be provided in all parts of the hiring process relating to any specialty requirements. Please notify us of any accommodations that you require – any information you provide will be handled respectfully and in complete confidence.

The successful candidate will be required, prior to the start of employment, to complete mandatory organizational training available online, and provide the following: an official piece of photo identification and a satisfactory Criminal Record Check and proof of two doses of COVID-19 vaccine.