Administrative Coordinator

About OICR

OICR is Ontario’s cancer research institute. We bring together people from across the province and around the world to improve the lives of everyone affected by cancer. We take on the biggest challenges in cancer research and deliver real-world solutions to find cancer earlier and treat it more effectively. We are committed to helping people living with cancer, as well as future generations, live longer and healthier lives.

Launched in December 2005, OICR is an independent institute funded by the Government of Ontario through the Ministry of Colleges, Universities, Research Excellence and Security.

Position Details

Position:  Administrative Coordinator, Corporate Services

Location:  MaRS Centre, Toronto

Department:  Risk and Compliance

Reports To:  Director, Risk, Compliance and Facilities

Hiring Range:  $56,000  $ 62,700, commensurate with level of experience; total compensation includes a defined benefit pension plan (HOOPP)   

Hours:  35 hours/week

Job Type:  Hybrid (on-site 1-2 days/week)

Status:  Full-Time, Temporary (until October 2026)

Position Summary

The Ontario Institute for Cancer Research (OICR) is looking to fill an existing vacancy for an Administrative Coordinator.  The Administrative Coordinator will provide senior level administrative support to the Risk and Compliance, Facilities, Ontario Cancer Research Ethics Board (OCREB), Legal and Emergency Response Program at OICR.

This position is temporary, full-time until October 2026.

Position Responsibilities

• Provides general administrative support to the Director, Risk, Compliance and Facilities, Manager Facilities, Executive Director OCREB and the General Counsel and Privacy Officer and team(s)
• Manages signature request/coordination process
• Maintains calendars/schedules for multiple senior staff
• Manages logistics for team meetings and conferences including inviting attendees, taking minutes, drafting and distributing agendas, booking travel, location set up and catering requirements
• Prepares correspondence, formats and proofreads emails/documents
• Assists with vendor and Request for Proposal (RFP) renewal tracking
• Supports management in all aspects of onboarding new team members
• Provides vacation/back-up support to the Executive Assistant, Finance as needed
• Coordinates financial billing and payment activities, including coordinating, processing, and tracking the submission of invoices and expenses, preparing monthly expense reports and reconciling monthly purchasing cards
• Assists with presentations, project plans, reports and other communication materials.
• Monitors, responds and generates reports (triages, redirects) on internal service ticketing system queus
• Develops, organizes and maintains electronic and paper information filing/retrieval methods and systems in accordance with OICR policies and procedures
• Completes expense and P-card reconciliation
• Monitors and analyzes departmental budgets (e.g., drafts budgets for approval; monitors and analyzes accounts identifies variances)

Risk, Compliance and Corporate Project Support

• Books quarterly Enterprise Risk Management (ERM) meetings with institute wide risk owners.
• Coordinates the annual maintenance of enterprise-wide business continuity plans and the Emergency Response Manual.
• Supports Corporate Project Leaders through project coordination functions including developing timelines, follow-up, material creation and document management.
• Plans, schedules and organizes project meetings, keeps clear minutes, captures assignment of action items and ensures follow-up.
• Manages all aspects of the SharePoint project sites for Corporate Services Leaders.

Facilities Support (1 day/week on-site)

• Coordinates the space management process and updates seating plans monthly
• Supports OICR staff requests from the facilities ticketing system
• Coordinates the transportation of Stericycle boxes and gas cylinders
• Coordinates facilities related onboarding/offboarding activities for the institute
• Manages and oversees the access card process (including monitoring the ticketing system for activation, deactivation, problem solving and programming requests) in compliance with OICR Security Policy
• Coordinates facilities purchasing administration including PO reconciliation and payment process
• Manages external vendors to obtain quotations for service and implementation
• Acts as back up for inventory checks and ensures adequate supply of general office supplies including paper, printer toners and other accessories, and kitchen supplies
• Ensures Facilities cost centres budget tracking system is kept up to date for reporting on a monthly basis

Legal Support

• Effectively maintains and coordinates a full range of legal and privacy services
• Maintains the contract management system, including report generation
• Coordinates the quarterly security reports for the Ontario Tumor Bank Program and participates in the audit process
• Supports the General Counsel and Privacy Officer to organize, attend and takes minutes at meetings
• Coordinates signatures with external vendors, research institutes, and hospitals

 Emergency Response Team (ERT) Support

• Supports/assists the ERT team by attending calls, minute taking, attendance management and document creation

OCREB Support

• Organizes multiple large committee meetings (30+ people)

Position Requirements

• Completion of a recognized post-secondary Office Administration Program (College diploma) or recognized equivalent
• Experience in a comparable administrative role
• Advanced proficiency in computer software, e.g., MS Word, Outlook, Excel
• Familiar with using web browser-based applications for timekeeping, and data entry, such as SharePoint and Google Suite
• Demonstrates exemplary customer service skills and good judgment
• Excellent organizational and problem-solving skills; quality and detail oriented
• Excellent verbal and written communication skills
• Strong internal and external relationship management skills, ability to interact and work professionally and effectively with staff and vendors
• Ability to work well under pressure, prioritize and multi-task within a fast-paced environment.
• Self-motivation and initiative
• Adaptability, flexibility, diplomacy and tact

For more information about OICR, please visit the website at www.oicr.on.ca.

To learn more about working at OICR, visit our career page.

POSTED DATE:         January 16, 2026

CLOSING DATE:       Until Filled

OICR is committed to fostering a climate of equity, diversity, inclusion, and accessibility. This commitment is central to, and mutually supportive of, our research excellence mandate. We welcome and respect the diversity of all members of our community and we support an inclusive culture for all. We welcome all applicants, and encourage applications from racialized persons, Indigenous Peoples, women, persons with disabilities, LGBTQ2S persons, and others who may contribute to furthering a diversity of ideas within our community. OICR is committed to fair assessment of a candidate’s abilities, and consideration for diversity of thought, method, and experience. Providing an accessible workplace and recruitment process is important to us, as described in our Accessibility Plan (https://oicr.on.ca/accessibility/).  Should you require accommodation during any stage in the recruitment process, please complete the form at the bottom of page https://oicr.on.ca/careers/. Information received related to accommodation will be handled confidentially.  

OICR hiring managers may use approved Artificial Intelligence (AI) tools to assist with an initial screening or assessment of applications and selection of applicants in accordance with OICR’s privacy policies.  Personal information associated with any job application will not be shared with or retained by any third party for the purpose of training an AI model.  Hiring managers shall determine which applications proceed through the recruitment process.   

Resume Format: If you elect to apply, please click on the “Apply for this Job” button.  You will be required to enter contact details, and to attach your resume to your application. Please attach your resume as a .pdf or .doc file.

The Ontario Institute for Cancer Research thanks all applicants. However, only those under consideration will be contacted.