Union: Non-Union
Number of Vacancies: 1
New or Replacement Position: New
Site: 700 University Ave, Toronto
Department: CIHR Institute of Cancer Research at UHN
Reports to: ICR Scientific Director & Assistant Director
Salary Range: $73,691-$85,000
Hours: 35 Hours Per Week
Shifts: Monday - Friday
Status: Permanent Full-Time
Closing Date: February 2, 2026
Position Summary:
As part of the ICR team, the Operations and Initiatives Lead plays a key role in supporting the Scientific Director (SD) and Assistant Director (AD) in the day-to-day operations of the Institute. This position is primarily administrative and coordination-focused, providing essential support to ensure the efficient delivery of Institute activities. Responsibilities include organizing meetings, coordinating documentation, assisting with budget tracking and financial processes, and supporting reporting requirements. The position also provides logistical and coordination support for international partnerships and collaborations under the guidance of the SD and AD. The successful candidate will demonstrate excellent organizational skills, attention to detail, discretion, and professionalism in managing multiple priorities.
The position is located at the ICR office at UHN. Occasional travel outside of Toronto for multi-day periods and flexible work hours, including occasional evenings and weekends will be necessary.
Job Duties: (Job functions include but are not limited to):
Institute Operations
- Provide administrative and coordination support to ensure the smooth day-to-day operations of the Institute, including tracking budgets, managing documentation, coordinating procurement activities, physical resources, and maintaining accurate records — all in consultation with the Scientific Director and Assistant Director and in alignment with UHN, CIHR, and Government of Canada policies and procedures.
- Assist with budget tracking and financial reporting, including monitoring Institute Support Grant (ISG) and event budgets, maintaining accurate expense records, and preparing financial summaries and projections under the guidance of the SD and AD.
- Coordinate purchasing, payment, and reimbursement processes, ensuring expenditures comply with institutional policies and that supporting documentation is complete and accurate.
- Contribute to the administrative organization and efficiency of the Institute by maintaining internal systems, streamlining workflows, and implementing process improvements to support evolving operational needs.
- Work closely with UHN and CIHR financial teams, vendors, and service providers to support timely processing of contracts, invoices, and payments.
- Provide regular operational updates, prepare supporting materials for internal and external reporting, and respond to inquiries from stakeholders regarding administrative or financial matters, in collaboration with the SD and AD.
- Support the coordination of agreements with suppliers, consultants, and other CIHR Institutes, ensuring documentation is complete and in line with institutional requirements.
- Assist in onboarding and supporting staff as needed to ensure consistent administrative practices across the Institute.
International Partnerships
- Coordinate and monitor correspondence, documentation, and deliverables related to ICR’s international partnerships, providing ongoing support to the SD and AD.
- Support the development of briefing notes, chart entries, presentations, budgets, events, and other materials to advance and maintain international collaborations.
- Stay informed of relevant CIHR, national, and international policies, regulations, and trends in cancer research; advise the SD and AD on emerging opportunities for global engagement.
- Facilitate effective communication between ICR and international researchers, healthcare leaders, senior policy makers, and research funding agencies.
General Accountabilities
- Provide administrative and coordination support to ICR staff, including scheduling meetings, preparing materials (e.g., agendas, minutes, scientific reports), and completing general clerical duties as needed.
- Maintain and update ICR’s content management systems (e.g., SharePoint) to ensure accessible and organized documentation.
- Conduct literature reviews and environmental scans to support Institute initiatives and respond to Ministerial or CIHR requests.
- Support the SD and AD in writing concept papers, business cases, briefing notes, slide decks, and other strategic documents aligned with ICR priorities.
- Prepare compelling reference letters and award nominations to promote and recognize research excellence and leadership within the cancer research community.
- Contribute to Institute communications by drafting or providing data and content for newsletters, presentations, and social media platforms.
- Stay current on emerging research, policy, and trends by attending workshops, conferences, and scientific meetings (occasional travel may be required).
- Support ICR-led event planning and logistics for workshops, meetings, conferences, and other related activities.
- Responsible for staying abreast of relevant CIHR, federal, provincial, and tri-council policies, regulations, and procedures.
- Facilitate complex correspondence with researchers, healthcare/academic leaders, government officials, policy makers, and research funding organizations across Canada and internationally.
- Represent ICR at internal and external meetings, events, and conferences as required, providing updates and promoting the Institute's initiatives.
- Contribute/participate in the implementation of special projects that support the strategic directions of the Institute in collaboration with ICR and CIHR staff.
- Master’s degree in Business Administration, Health Sciences, or a related discipline, combined with extensive project management experience or an equivalent combination of education and experience required.
- Minimum of 3-4 years of experience in a similar position required. Experience working in government, academic, and/or research environments is a strong asset.
- Extensive experience coordinating and monitoring budgets, expenses, and financial documentation and processes is required.
- Ability to work in a hybrid model with a minimum of 4 days per week on-site at the downtown Toronto office.
- Ability to travel outside of Toronto for multi-day periods and to work flexible hours, including occasional evenings and weekends, to support/attend events and meetings.
- Advanced proficiency with Microsoft Office applications (e.g., Outlook, Teams, SharePoint, Word, Excel, PowerPoint, Forms), Adobe Acrobat, and a demonstrated ability to quickly learn new software and tools.
- Exceptional attention to detail, with strong commitment to accuracy, nuance, and sensitivity in all outputs.
- Outstanding project and time management skills, with the ability to manage multiple priorities and deadlines in a fast-paced, dynamic environment.
- Excellent oral and written communication skills, including the ability to draft clear, concise correspondence and communicate with professionalism, discretion, and confidentiality.
- Strong interpersonal skills, with the ability to build effective working relationships with diverse stakeholders, senior leadership, and external partners.
- Demonstrated ability to work independently and collaboratively as part of a high-functioning team.
- Highly developed problem-solving, critical thinking, and strategic planning abilities; self-motivated and proactive.
- Knowledge of the Canadian cancer research landscape and key stakeholders is considered an asset.
Why Join UHN?
In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN.
- Competitive offer packages
- Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP https://hoopp.com/)
- Close access to Transit and UHN shuttle service
- A flexible work environment
- Opportunities for development and promotions within a large organization
- Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)
Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration.
All applications must be submitted before the posting close date.
UHN uses email to communicate with selected candidates. Please ensure you check your email regularly.
Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application.
UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known.
We thank all applicants for their interest, however, only those selected for further consideration will be contacted.
