Project Assistant – Processing (Contract)

Job type: Contract
Accepting BioReady™: Yes
Category: General Management, Operations and Administration
Education: Diploma/DEC
Experience: 4-6 Years
Employer: BioTalent Canada
Salary: $40,000 - $43,000
Location: Ottawa, ON
Posted: May 20, 2020
Closes: June 20, 2020


BioTalent Canada is the HR partner for Canada’s biotechnology industry. Our success relies on the power of our relationships – our team has built a dynamic network of associations, academic institutions, service providers, and employers doing incredible, leading-edge work to drive the Canadian biotechnology economy forward. Our services help that network to strengthen skills, connect job-ready talent to industry, and enable employers to create thriving workforces that support their growth. Recently certified a Great Place to Work® Certification, BioTalent Canada practices the same industry standards they recommend to their stakeholders. 


The Canadian bio-economy is people focused, a career of choice and a key driver of the Canadian economy. 


We strengthen Canada’s bio-economy by providing valuable, evidence-based labour market information and the best job-ready human resources available. 


Acting in partnership we harness our candor, enthusiasm and sincerity to demonstrate leadership, credibility, integrity and diversity. 


We conduct Labour Market Research to provide insights for our partners into workforce availability. We deliver wage subsidies and facilitate career placement opportunities to help employers reduce the risk of hiring and allow biotechnology workers access to unique opportunities in their field. We provide job search and candidate search tools to connect employers with talent, and we provide professional development opportunities for workers to develop the skills they need to support Canada’s bio-economy. We are connection-creators and relationship-builders, and we thrive on opening doors and creating opportunities for the groups we serve. Our team is the key to our success. We have a dedicated group of high-performing employees who live our values and are driven to achieve great things, but we balance our commitment and hard work with our joie-de-vivre – we prize good and constructive humour, innovative approaches, diverse perspectives, and community-mindedness. We take pride in the work environment at BioTalent Canada, and we offer a number of unique programs and benefits to employees to enrich their experience working here. In 2019, we enlisted an external consulting firm to conduct market research to determine the market competitiveness of our current programs and benefits. Out of that study, we learned that, among Canadian Non-Profit and Small- to Medium-Sized Enterprises (SMEs), BioTalent Canada’s collective paid leave programs (including vacation, sick time, personal emergency leave, volunteer time off and statutory holidays) are above market. In 2020, BioTalent Canada was certified as a “Great Place to WorkTM,” a global standard accepted by business leaders, research institutions, and the public as the definitive standard of what it means to be a great workplace. We’re currently looking for talented Project Assistants to join our team remotely. 


Under the supervision of the Project Officer, the successful candidate will work in a support role to ensure smooth and timely project completion. The expectation for the position is processing a minimum of 25 wage subsidy applications per day. In this role, you can expect to: 

  • Assist in the delivery of services for an assigned set of wage subsidy programs including application processing and management to ensure the highest standards of program delivery are met in an effective and efficient manner.
  • Conduct secondary review of applications to determine that the eligibility requirements have been met.
  • Review applications for completeness to ensure that the necessary data is available for data entry.
  • Ensure accurate and timely data entry of applications into the database within the set timeline as determined by the Project team. (with minimal errors).
  • Entering application information in the CRM database for contract preparation and reporting.
  • Inform the Project Officer of application issues or unusual cases that have not been resolved and have exceeded the expected turnaround time.
  • Conduct audit assessments of the data in the database system against originals to ensure proper quality control. correcting data as necessary before the final audit.
  • Serve as a liaison in the resolution of day to day administrative and operational problems as it pertains to the CRM database.
  • Follow up with stakeholders on missing documentation making certain all required documents are received prior to the release of the wage subsidy claims.
  • Remain up to date on program requirements for application processes and administration.
  • Create, manage and maintain filing systems – update files with up to date information.
  • Remaining flexible and positive when receiving applications close to the deadline.
  • Maintain project tracking sheets and details into the CRM database.
  • Manage receipt of signed contracts and other application documents.
  • Keep track of activities and timelines.
  • Problem solve by identifying issues and making recommendations when necessary
  • Assist with other project deliverables as required.

Knowledge & Skills: 

  • Minimum 3 years of experience
  • Able to function efficiently in an environment with competing priorities and diverse deliverables.
  • Remaining flexible and positive under pressure
  • Ability to pay attention to detail and work with minimal supervision
  • Demonstrated understanding of project deliverables, best practices and strict deadlines
  • Strong knowledge of MS Word, Excel and Outlook
  • Ability to work under pressure and to multi-task
  • Orientation towards customer service
  • Familiarity with CRM software a definite asset
  • Bilingualism is a definite asset

Educational Requirements: 

  • Post-Secondary degree/diploma in a relevant discipline in an asset

Key Attributes 

  • Strong client service skills
  • Strong Data entry skills, exceptional attention to detail
  • Ability to self-manage, creatively problem-solve
  • Confidence in ownership of tasks and requires minimal supervision
  • Pro-active, self-starter, critical thinker
  • Relationship-builders, team player
  • Ability to problem solve
  • Effective time management and communication skills, ability to prioritize
  • Works well under pressure and ability to meet competing deadlines
  • Sound judgement

Interested individuals may apply WITH A COVER LETTER and CV. BioTalent Canada offers a competitive compensation package. Please note that this position is a full-time tele-working (WORK-FROM-HOME) position.  BioTalent Canada will provide all necessary technical equipment critical for the successful candidate to work 100% from their home/home office. BioTalent Canada prides itself on being an equal-opportunity employer and encourages applications from ALL qualified candidates.  Accommodations are available on request for candidates taking part in all aspects of the selection process. We thank all applicants, but only those candidates selected for interview will be contacted.

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