| Department: |
Psychology |
Effective Date: |
November, 2012 |
| Grade: |
USG 6
35 hr/wk
|
Reports to: |
ITC Administrative Manager |
General Accountability
The Administrative Lab Assistant has collaborative partnership with four senior members of ITC - the Director, the Administrative Manager, the Knowledge Translation Manager and the Research Scientist. This position facilitates the effective and efficient day to day operation of the International Tobacco Control Project (ITC) in all administrative functions.
Nature and Scope
The International Tobacco Control Policy Evaluation (ITC) Project is an international collaboration of tobacco control researchers across 23 countries. Its mission is to evaluate the behavioural and psychosocial impacts of national-level tobacco control policies of the Framework Convention on Tobacco Control (FCTC), the first-ever international treaty on health. The ITC Project consists of longitudinal cohort surveys of large, probability samples of smokers in 23 countries so far: Canada, United States, United Kingdom, Australia, Thailand, Malaysia, South Korea, China, Mexico, Uruguay, New Zealand, France, Germany, Ireland, Netherlands, Bangladesh, Brazil, Bhutan, Mauritius, India, Zambia, Kenya, and Nigeria. The resulting ITC database consists of data collected over time from these countries, and is substantial in size and complexity and is used to disseminate policy making worldwide.
Funding sources for the ITC Project include the Canadian Institutes of Health Research (CIHR), the U.S. National Cancer Institute/National Institutes of Health (NIH), Ontario Institute of Cancer Research, Cancer Research UK, National Health and Medical Research Council of Australia, as well as, other governmental and foundation sources throughout the 23 ITC countries. Fiscal years for the many funding sources are variable throughout the year. In addition, through these grants, ITC supports the research work in most ITC countries either through institutional sub-grants or by direct support for fieldwork costs.
The ITC Project at the University of Waterloo is directed by Dr. Geoffrey Fong (Department of Psychology), who is also the ITC Project’s Principal Investigator. Additional leadership and support is provided by Dr. Mary Thompson, Director of the Data Management Centre (DMC), and other faculty members and staff.
Statistical Data
Specific Accountabilities
Administration
- Daily consultation and collaboration with the ITC Director, the Administrative Manager, the Knowledge Translation Manager and the Research Scientist providing a positive and proactive approach to administrative systems and evolving procedural requirements within an environment which includes multiple projects and deadlines and frequent interruptions
- Coordinate all ITC international travel (such as: Kenya, Zambia, Uruguay, Malaysia and China) including flights, ground transportation, passports, visa requirements, conference registration, field risk forms and vaccinations for up to 20 – 30 internal and external researchers annually ($156,000.00 CAD), and provide support for the reconciliation of all, and often complex travel expenses
- Interact daily with multiple Country Project Managers (Research Associates) and assist as needed
- Organize all accommodations and travel arrangements for visiting ITC researchers visits (5-7 per year)
- Organize meetings, workshops and other special events for visiting researchers and ITC guests and provide administrative facilitation as needed
- Interact with the many organizations and individuals who need to connect with the ITC Director when not available, ensure progress and re-direction in the absence of the director.
- Responsible for answering telephone, direct calls, take messages and receive and direct all ITC visitors, prepare agendas and arrange minute taking for weekly multi-departmental ITC meetings, room bookings, equipment coordination and preparation of materials
- Develop and maintain administrative processes and best practice documents such as Guest Speaker Set Up and Administration, Travel Communication Strategy – Individual, Travel Communication Strategy – Group, ITC International Guest, ITC New Hire Orientation, Equipment Inventory
- Develop and implement efficient administrative procedures to meet the operational requirements of ITC
- Assist with the organization of the general ITC calendar and deadlines, setting workload priorities which may include shifting some responsibilities to Research Assistants
- Responsible for international shipping of ITC publications for Knowledge Translation (National Reports)
- Facilitate the Dept. Chair’s one over one signature as required
- Advise and assist Psych PhD candidates and ITC Administrative Manager with research personnel hiring, payroll, and travel arrangements
- Maintain building, lights, repairs, heating and cooling and the ITC bulletin boards
- Responsible for regular office health and safety requirements and updates including inspections and bulletins
Human Resources
- In collaboration with the ITC Administrative Manager, support recruitment of Research Assistants and Co-ops Students, including application review, interview process, selection, and daily guidance for up to four research assistants and two co-op students each term
- Coach and mentor Research Assistants and Co-op Students and responsible for input into Co-op performance appraisals
- Organize new hire process for Translators, Research Assistants and Co-op Students including IT, payroll, start dates, orientation, keys, work space allocation, and exits
- Responsible for ITC payroll process including the submission of bi-weekly and monthly casual payroll using PeopleSoft, and consultation as required
- Responsible for Lutherwood Summer Jobs Service (Ontario summer student subsidy) and the Undergraduate Research Internship (URI) Program applications and maintenance
- Provide lab orientation for all new staff, students, post docs and visiting researchers
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- Set shred dates and shredding of confidential materials in accordance with regulatory body’s procedures and policies
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Financial
- Assist the ITC Finance and Grant Manager with the preparation, processing, and reconciliation of financial forms related to ITC international travel including complex travel arrangements for internal and external ITC travelers with multiple travel agencies
- Assist the ITC Finance and Grant Manager with submitting expenses for ITC Director’s commitments as an Invited Speaker to many international (6 - 8 per year) organizations/ events
- Advise and complete request for payments for all lab expenses, staff, students and external researchers
- Consult with Psychology Research Finance Coordinator on often complex travel reconciliation
- Maintain a yearly ITC Project travel expense spreadsheet for staff, students and external researchers
- Reconcile monthly P-Card purchases and complete purchase requisitions using UW on-line system requisitions
- Review supplies and equipment needs and make purchases accordingly
- Completed UW Finance compliance training
IT
- Support the ITC Administrative Manager with purchasing processes related to computer hardware installation, software installation, updates and arrange for site licensing as required in consolation with Psych IT staff
- Report the copier and colour printer, usage count (average 732456 B&W copies per year) and repairs
Management of the Facility
- Participate in ITC space planning and reorganization of physical space for all ITC staff and students in order to meet the changing research needs of ITC
- Responsible for design consultation and purchase of office furniture and equipment
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- Allocate and prepare space for student/Post-docs
- Schedule meeting rooms as needed
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- Monitor general supplies and the operation of standard office equipment and maintain inventory system
- Monitor ITC facility equipment, ventilation and maintenance
- Coordinate work requests with Plant Operations as required
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Significant Internal/External Contacts
- Contact, discuss information and problems to obtain action and reach agreement with the following:
- ITC Principal Investigator/Director
- University of Waterloo faculty members involved in the ITC Project – from Psychology, Health Studies and Statistics
- ITC Research and Office staff
- ITC Survey Management Group
- ITC Data Management Core
- Psychology Department administrative and IT staff
- Faculty Financial Officers
- UW Human Resources staff
- UW Co-operative Education staff
- Applied Health Studies administrative staff
- ITC principle investigators and administrators in 23 countries
- Government and non-government organizations and advocates working in tobacco control worldwide
- UW Procurement and Contract Services, HR, Finance, Office of Research, Central Stores, Plant Operations, Graphics, Information and Technology
- VIP Travel
- Airways Transit
- UW Food Services and local catering companies
Working Conditions
