Research Ethics and Regulatory Coordinator - Full Time Temporary (Until Approx. October 2028) - Markham Stouffville Hospital

Please Note: If you are a current Oak Valley Health employee, apply to this job via the internal Workday application.

Land acknowledgement:

Oak Valley Health is honoured to provide care on the traditional and treaty territory of the Anishinaabeg, and acknowledge our closest Indigenous communities, the Chippewas of Georgina Island and the Mississaugas of Scugog Island. The land is encompassed within Treaty 13, Treaty 20, and the Williams Treaty.

Today, this area is home to many diverse Indigenous Peoples, and we acknowledge the health disparities and barriers Indigenous Peoples face in accessing care. To support true healing, we are committed to understanding these challenges, learning from Indigenous knowledge, and taking action together to improve safe and equitable health care for current and future generations.
 

Who you are:

• You encompass Oak Valley Health’s core values and live the words of respect, trust, commitment, compassion and courage

• You are a patient and/or client centered individual who performs at an exemplary standard

• You are a team player with excellent communication, critical thinking and prioritization skills

Posting Closing Date: EOD October 15th

What we are looking for:

The Research Ethics Board & Regulatory Coordinator is responsible for day-to-day operations of the Ethics Office, supporting the Oak Valley Health Research Ethics Board (OVH REB), and provide regulatory support to the Office of Research. This role will provide administrative support to the REB Chair and Vice-Chair in carrying out their responsibilities, including the coordination and preliminary review of submissions, identification and analysis of ethical and regulatory issues, preparation of materials for review, documentation and communication of REB decisions, follow-up with investigators, and support for the effective and consistent operation of the REB.

The Research Ethics Board & Regulatory Coordinator is responsible for:

• Providing administrative support to the REB Chair and Vice-Chair in carrying out their responsibilities, including the coordination and preliminary review of submissions, identification and analysis of ethical and regulatory issues, preparation of materials for review, documentation and communication of REB decisions, follow-up with investigators, and support for the effective and consistent operation of the REB.
• Perform reviews of research ethics submissions, providing recommendations, advice, and discussions for the OVH REB, in accordance with the regulations and guidelines governing human research participants protection.
• Providing consultation to staff and researchers regarding the ethics review process and the required obligations according to institutional, national, and provincial requirements and guidelines. This includes departmental educational support, education support to Board of Record sites, and creating quality reports and metrics.
• Scheduling REB meetings, confirmation of members’ attendance, preparing agendas and all materials for REB meetings, record and transcribe minutes from REB meetings and distribute minutes to REB members.
• Preparing REB letters and follow-up correspondence for the OVH REB Chair’s review and signature. You will be responsible for managing routine REB correspondence.
• Support audits and inspections as they occur at OVH and conduct quality assurance audits for OVH REB approved studies. This includes coordinating and preparing ethics staff and committee members for site visits from external provincial or federal audit/compliance teams.
• Provide oversight support for research training compliance at OVH (i.e., TCPS2, GCP, HCD5), create, manage, and oversee REB SOPs, guidance documents and policies, and attend various conferences, meetings, and workshops to represent the OVH REB.
• Developing, maintaining, and organizing filing systems, maintaining a database that tracks and monitors the status of all studies. You will assist with maintaining REB information on the WOHS Research website (internal and external).
• Providing support with building REB membership capacity, perform background searches as required to support REB policy development, and perform any tasks assigned to you to support the REB or the Office of Research.

The Research Ethics Board & Regulatory Coordinator will report to the Manager of Research and works closely with and provides direct operational and administrative support to the REB Chair in carrying out delegated REB reviews.

What you bring to the role:

• Undergraduate degree or advanced diploma with experience in a research course or project involving human participants
• Master degree in a related field, is an asset
• 2-3 years of Research ethics administration, coordination and experience reviewing and preparing REB submission packages
• Experience creating and delivering education or training to researchers
• Knowledge of the Tri-Council Policy Statement, the Canada Food and Drug Act, the ICH
• Good Clinical Practices, and other relevant provincial, national, and international regulations and current regulatory developments (TCPS2, GCP, Health Canada Division 5 training is required).
• Strong understanding of research ethics approval through Clinical Trials Ontario and OCREB
• Certification as a Clinical Research Professional is an asset (i.e., CCRP)
• Strong understanding of audits and inspections
• Strong knowledge of clinical research terminology.
• Strong attention to detail.
• Excellent written/verbal communication skills.
• Exceptional organizational, time management and problem-solving skills.
• Self-motivated with an enthusiastic, positive attitude, and excellent multi-tasking ability.
• Ability to work effectively both independently and in a collaborative fast-paced team environment.
• Proficiency with Microsoft Office, including Excel and the ability to learn other applications.
• Exercises judgment and decision making, using established policies and procedures to resolve technical problems
• Demonstrated understanding of policies, procedures, and issues dealing with research integrity and the conduct of research
• Flexible with superior organization skills and the ability to work efficiently to prioritize multiple, competing tasks in a fast-paced and dynamic environment
• Ability to exercise sound judgment and discretion, make decisions and take initiative while working with confidential patient information and responding to participant inquiries
• Familiarity with REDCap and creating metrics for reports

This is a 2-year, full-time contract with possibility of renewal. It will include vacation and benefits.

Work Schedule:

Monday – Friday

Please note schedules may change due to operational needs.

Compensation:

Range:

Who we are:

Oak Valley Health is one of Ontario’s leading community healthcare organizations. Across our two hospital sites (Markham and Uxbridge) a Reactivation Care Centre (RCC), a Community Health Centre (CHC), and Hospital-to-Home programs, we provide high quality, patient-centred care to more than 468,000 patients each year. We offer diagnostic and emergency services, and deliver clinical programs in acute care medicine and surgery, addictions and mental health, and childbirth and children’s services. We are also proud to be part of the Eastern York Region North Durham Ontario Health Team (OHT).

Our 542 physicians, 35 midwives, over 3,000 staff and 1,000 volunteers serve patients and families with an Honoured to Care mindset, and are focused on delivering an extraordinary patient experience to the residents of Markham, Whitchurch-Stouffville, Uxbridge and beyond. We are dedicated to providing access to the right care, at the right time, in the right place by the right people and at the right cost.

Oak Valley Health Equity, Diversity, Inclusion and Belonging statement 

Oak Valley Health takes pride in serving some of Canada’s most diverse communities. We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly. All qualified applicants will receive consideration and we encourage applications from Indigenous peoples, members of LGBTQ2+ communities, members of racialized groups, persons with disabilities, and all others who may contribute to the further diversification of Oak Valley Health. Furthermore, Oak Valley Health is committed to meeting the needs of all individuals in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Should you require accommodations during the recruitment and selection process, please contact Human Resources.

We are honoured to be recognized as one of Forbes Canada's Best Employers for Diversity. We ranked within the top 150 organizations across the country. Learn more about our commitment to EDIB.