KEY FUNCTION:

Provide efficient and confidential administrative support, and ensure day-to-day operations are effectively and efficiently managed, coordinated, and performed. Ensure that the Health Sciences North Research Institute (HSNRI) Board of Directors (BOD) and its Committees can fulfill their duties in an effective manner by providing governance support to the BOD, its Committees and their Chairs.

REPORTING:

Under the general direction of the Vice-President, Academic and Research Impact.

DUTIES:

Manage and coordinate the flow of information to and from the VP’s office.

• Coordinate and support meetings, and prioritize and maintain the VP’s schedule.
• Provide comprehensive executive support to the Vice President, enabling the effective execution of strategic priorities through coordination, communication, and proactive management of key initiatives.
• Coordinate travel arrangements for the leadership team and the BOD; complete travel expense claims for submission and approval as required.
• Serve the interests of the BOD in matters pertaining to governance.
• Provide executive support to the BOD, the Chair, the CEO and the VP to ensure efficient administration and operation of the BOD and its Committee (e.g. meeting agendas, work plans and maintaining records, documents, expense reports, and policies).
• Ensure that the Chair and Committee Chairs receive timely, succinct and relevant information from the CEO and the VP to perform their duties effectively.
• Ensure that the CEO, the VP and members of the leadership team are aware of concerns that the Chair or Committee Chairs may have, and vice versa.
• Ensure that an annual plan of agenda items for BOD and Committee meetings is in place and updated.
• Collaborate with the Chair, the CEO and the VP to organize the Annual Meeting, annual orientation session and other BOD events as required.
• Coordinate recruitment, onboarding and continuing education for BOD members.
• Liaise with internal and external stakeholders on behalf of the BOD and its Committees to coordinate or execute follow-up on action items.
• Ensure that the CEO and VP are briefed on all issues and meetings, and ensure that the necessary briefing materials are prepared.
• Monitor and assist with budgetary preparation and ensure submission deadlines are met.
• Oversee accounting of expenditures, and distribution of funds as required.
• Manage and redirect correspondences/inquiries, and obtain approval as required.
• Manage patient and employee complaints and direct to appropriate area for timely response.
• Prepare and organize a variety of documents and correspondence in an accurate and professional format, ensuring that all materials are aligned with established procedures, and obtain approval prior to issuance as required.
• Maintain and update filing systems and electronic record management systems.
• Process bi-weekly payroll data as required.