University of Waterloo

Returning Candidate?

Program Manager, Ontario Pharmacy Evidence Network

Program Manager, Ontario Pharmacy Evidence Network

Requisition ID 
Job Category  
Pharmacy / Pharmacist
3700 - School of Pharmacy
Job Status 
Temporary Appointment (Contract)
Hiring Range 
$57,834 - $72,293

More information about this job


Term: 1 year (with possibility of renewal)



This role is contingent on funding. 


The Program Manager, OPEN is directly responsible for the core administrative activities of the Ontario Pharmacy Evidence Network (OPEN) which has an administrative centre at the School of Pharmacy, University of Waterloo. The Program Manager functions as the management interface between the OPEN:STIMULUS Program, the existing OPEN program, the Ontario Ministry of Health and Long Term Care (the primary funder), researchers, staff, the Office of Research and other research and knowledge user partners. The Program Manager reports directly to the OPEN Program Co-Leads, and is a member of the overall leadership team.


OPEN is a multi-disciplinary and multi-institutional research program started in 2013 whose goal is to  improve benefits and reduce harm from the use of medications by Ontarians. Projects are varied and include leveraging the expanding role of the pharmacist, de-prescribing (removing/reducing medications), pharmacogenomics, quality improvement interventions and development of a provincial medication management monitoring tool.



Program Management

  • Supports Program Co-Leads with overall management of research program, fulfillment of obligations and adherence to policies of the Ontario Ministry of Health and Long-Term Care (the primary funder)) and University of Waterloo
  • Conducts detailed tracking of program and project activities, deadlines and outcomes
  • Coordinates with Executive Committee and project leads to ensure administrative and MOHLTC reporting deadlines are met, including materials for MOHLTC submissions
  • Works with teams and leads to support research, organization and communications within and between projects and to facilitate compliance with Ministry deadlines
  • Acts as primary contact for all OPEN: STIMULUS and OPEN Network external communication and queries
  • Coordinates requests to external stakeholders from project teams for data, access to pharmacists and research sites, and other as required
  • Acts as a liaison between individual research projects, Project Leads, Executive, Advisory and Scientific Advisory Committees and oversees coordination of meetings and correspondence
  • Identifies and develops mechanisms to promote collaboration between projects and supports common project needs such as communications and financial management support
  • Develops a critical path to ensure objectives are met in a timely manner; synthesis and integration with respect to technical/reporting requirements and scheduling for all administrative and financial activities described.
  • Due to the size and level of activity of the OPEN: STIMULUS Program and the OPEN Network, this position is an important link in a chain that ensures uninterrupted progress and information flow between members of OPEN: STIMULUS, the OPEN Network, and external contacts. The incumbent will need to be able to assess the level of importance of the contact and distinguish between what should be immediately redirected and what can be appropriately dealt with without further involvement of group members
  • Seeks opportunities for new funding sources in consultation with the Executive Committee, and provides assistance with preparation of applications or proposals as appropriate
  • Supervises contract administrative staff
  • Updates and saves electronic documents/files on regular basis in designated secure areas for shared access with program management team

Financial Administration

  • Oversees financial management of Program in accordance with relevant university policies and negotiated sponsor agreements including reporting, auditing requirements and adherence to budgets
  • With the oversight of the Co-Leads, is responsible for financial reporting as required by funding agencies and the Office of Research. Reporting will require identification of the necessary data, procurement of such data, analysis of the data, and production of the detailed and summary reports as are appropriate to the funder, or auditors
  • Liaises with Office of Research Finance for grant contracts and funding expenditures reporting
  • Works closely with the Department Financial Administrative Officer on matters relating to faculty research accounts and ensures that procedures are in place in order that monthly research account statements are reviewed and reconciled. Notifies Principal Investigators and/or designates of discrepancies and follows up to resolve on a timely basis
  • Coordinates the purchase of equipment and supplies for the group. The incumbent is responsible for maintaining records of all purchases and for ensuring eligibility and budget allocations are adequate and appropriate
  • Acts as a liaison with the funder, Office of Research, Finance, and the School, to facilitate the administrative requirements of research staff (including technical staff, visitors, postdoctoral fellows, graduate and undergraduate students) involved with the various projects
  • Contacts individuals, granting agencies, on sensitive matters in order to obtain, provide, and/or clarify information
  • Answers non-routine enquiries concerning research and follows-up on additional or modified requirements from the MOHLTC (the funder)

Human Resources

  • Assists with hiring and responsible for supervision of administrative staff (contract and casual) and liaises with School of Pharmacy administration for preparation of job descriptions, advertising of administrative positions, hiring and payroll
  • Coordinates payroll for research staff (including technical staff, visitors, post-doctoral fellows, graduate and undergraduate students). The incumbent acts as a liaison in this capacity with Human Resources, Finance, the Office of Research, and the Graduate Studies Office
  • Provides orientation regarding facilities, policies and procedures to researchers, administrative staff and students

Communications, Events and Coordination of Activities

  • Develops and implements a communications strategy and process to service all researchers, funders and knowledge users on an ongoing basis, in consultation with the University of Waterloo’s central communications team
  • Assists with the development of the OPEN webpage and manages all elements from design to maintenance, as well as ensuring that content on external internet databases is kept up-to-date
  • Develops visual messaging and branding of the OPEN program, creates and manages internal and external print and online communications to increase OPEN’s influence and create consistent, effective messaging
  • Keeps funding partners informed, and in so doing, connected to what is occurring within the OPEN: STIMULUS Program and the OPEN Network. This is accomplished in part by taking the lead in the creation of a group newsletter (from initial conceptualization to writing, editing, and distribution). This is also accomplished by the timely dissemination of publications in response to requests
  • Be responsible for event planning and organization. This includes assuming substantial responsibility for planning and ensuring the success of workshops, symposiums, and larger conferences that may be local, national, or international in scope
  • Be instrumental in all organizational aspects related to OPEN’s showcasing event(s). These include annual meetings and network summits highlighting achievements to funding partners and invited guests representing, among others, provincial and federal regulatory agencies. It is an integral component with respect to retaining existing, and attracting new funding sources
  • Provides editorial assistance with the development and coordination of conference presentations



Provides oversight for Administrative Assistant duties including:

  • Processing of expense claims and invoices at University of Waterloo
  • Logistics and operations of OPEN at University of Waterloo, including space allocation and purchasing of equipment and supplies
  • Coordination of annual meetings and network summits, including hotel, room, catering and travel arrangements
  • Provision of administrative support to Program Co-Leads
  • Other duties as required


  • A university degree , master’s degree is preferred (equivalent combination of education and experience will be considered)
  • 5-7 years of experience supporting and managing health research, preferably in an academic environment
  • Demonstrated strong program/project management skills and experience (PMP® or PgMP® considered an asset)
  • Experience with large interdisciplinary and multi institutional research programs
  • Must possess excellent organizational, analytical, and problem-solving skills
  • Proven ability to manage a large volume of work, conflicting priorities, and deadlines
  • Demonstrated ability to take initiative and work independently as a team member in a fast-paced, dynamic environment
  • Demonstrated maturity of independent judgment in areas of time management, task prioritization, and decision-making
  • High attention to detail with accuracy in work
  • Demonstrated ability to handle confidential information with discretion
  • Ability to proactively anticipate challenges and take the initiative to rectify situations before they become problems
  • Demonstrated strong interpersonal skills with professional and provincial organizations, faculty, staff, and students
  • Strong scientific writing and communication skills, including research report writing, program proposals and presentations, manuscripts. Experience with media relations, external print and online communications is an asset
  • High level computer proficiency using a wide variety of software (i.e. Microsoft Word, Excel, Outlook, PowerPoint; Adobe Acrobat; etc.). Web and graphic design skills are an asset
  • Demonstrated capacity for communication at an appropriate level for laypersons and/or a generalist scientific audience
  • Demonstrated judgment, tact and diplomacy skills
  • Knowledgeable as it pertains to federal and provincial funding sources and related guidelines
  • Flexibility as the position requires occasional early morning, evening and weekend work