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Administrative Assistant Medical

Ottawa, ON, Canada
March 12, 2018

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Sharon Haig

*** ********** ***** *****, ******, ON, K1T 0B4

Home 613-***-**** Cell 613-***-****

I am a trustworthy, loyal, vibrant, dynamic, passionate, respectful, resourceful and energetic employee who works conscientiously to meet objectives with a positive and cheerful attitude. Always willing to take on new challenges, learn new skills, and adapt to diverse changing priorities and work environments. I am dedicated to community volunteering, as well as personal and professional development.



Clinical Administrative Coordinator, Medical Imaging May 2016 – September 2017

Administrative Assistant to the Chief of Medical Imaging, Department of Radiology. Performing all administrative tasks, calendar management, organizing teleconferences, coordinating meetings specifically for grant preparations, minutes for the monthly Medical Staff meetings, conference registrations/hotel/travel arrangements, submitting travel expense forms, etc.

Administrative Assistant to the Executive Director for the Ottawa Hospital and Regional Imaging Associates (OHRIA). Performing duties such as processing all hiring documentation and TOH Impact Analysis and Privileges, ensuring OHIP Billing number, processing all privileges for TOH hospitals as well as valley hospitals, IT access, security access, etc. All other requests for the 60 Radiologists and scientists working at TOH. Assisting with hiring processing for fellows, observers, etc.

Dealing with various levels of management and staff of TOH on a daily basis.

Coordinate the TOH applications for new Radiologists via the Office of Medical Affairs and credentials for CHEO Radiology, Radiation Oncology, Montfort Hospital and Medical Physics Department.

Processing all documentation for applications promotions at the University of Ottawa, working closely with the Office of Professional Affairs and the Dean’s office, Faculty of Medicine at the University of Ottawa.

Distributing correspondence to Radiologists pertaining to their UOttawa renewal of their academic appointments, and various department related correspondence.

Assisting with the annual TOH Reappointments for all Radiologists, scheduling meetings and ensuring all required documentation is complete (ELM training) by the deadlines set by Medical Affairs.

Assisting with setup of the 3D Printing Lab, special guest visits to the lab, working with public relations/communications and receiving equipment and supplies.


Contracts, Ethics and Regulatory Coordinator (CERC) February 2015 - January 2016

Responsible for the initial start-up of Clinical Research Protocols for Breast, Lung & GI Disease Site Group. This includes preparing the Regulatory Documents prior to Site Initiation, the REB Applications, the Departmental Impacts, as well as any other forms pertaining to the submission and approval. Responsible for any follow-up and/or queries until REB approval, as well as ensuring study personnel are notified of study approval.

Responsible for submitting amendments of all Clinical Research Protocols to the appropriate Research Ethics Board (REB), i.e. Ottawa Health Sciences Network Research Ethics Board (OHSN-REB) and Ontario Cancer Research Ethics Board (OCREB) for provincial and centre studies. This includes reviewing, assessing for any urgent safety issues, problem solving and processing for REB submission. Responsible for any follow-up and/or answering queries from the REB/sponsor until approval.

As primary reviewer, responsible for the editing, proof-reading and plain writing of consent forms, study recruitment documents, as well as negotiating changes to protocols with sponsors and the Research Ethics Board.

Ensure that submission deadlines and regulation deadlines from REB, sponsors, and governing agencies are met in a timely manner.

Act as liaison with external and internal staff members. Address concerns and questions from external pharmaceutical monitors and internal staff promptly and professionally.

Create effective correspondence and reports for external and internal health and research officials.


Research Ethics Board Coordinator January 2003 – May 2014

Primary reviewer of all submissions to the Research Ethics Board (REB) to ensure appropriate authorization was sought, relevant information is appended, consent and assent forms, recruitment documents, Investigator’s Brochure (when applicable), Health Canada Non-Objection Letter is submitted, conflict of interest statement, French Consent Forms and recruitment materials, etc.

Primary reviewer of consent forms for all protocols submitted by Investigators for required content and readability, ensuring consistency from protocol to protocol, especially the toxicity tables. Also involves cross- referencing with the protocols.

Primary contact for investigators, physicians, and research personnel relating to policies, procedures, interpretation of guidelines, assistance with completing research forms and protocols.

Primary reviewer of REB submissions for high risk studies, prospective studies involving low risk to patients/families/physicians, secondary use of clinical data, and recommended modifications for approval of the Chair.

Coordinated all aspects of REB monthly meetings, including drafting agendas, assign protocols to review teams, coordinate meeting packages for the review teams with the Chair, scheduling and setting up meeting room, and informing the members annually of their meeting schedules, date, time and location.

Develop proficiency in the use of Romeo (REB database) to manage the REB files, etc. Designed and implemented a database of research protocols (FilemakerPro), prior to ROMEO in 2012.

Drafted reports for management of the Research Institute, Board of Directors, and Council of Academic Hospitals of Ontario (CAHO), or other institutions. Drafted the annual report to the CHEO Board of Trustees and the Vice-President of Research of yearly REB Activities; i.e.; number of protocols, types of protocols, any major issues, number of clinical drug trials, etc.

Evaluated the effectiveness and correctness of departmental forms/applications. Updated the CHEO research institute Website as necessary.

Reviewed and prioritized incoming correspondence for subsequent review by the Chair.

Responsible for guidance and instruction for the Research Ethics Board administrative assistant.

Provide information to Finance for invoicing funding agencies for the REB Review fee, and track annual REB expenditures.

Attended educational conferences or courses to increase knowledge of ethical issues, i.e.; privacy, electronic health information, etc. Assist Chair with PowerPoint presentations, and other administrative tasks as appropriate.


Various roles whereby I advanced my administrative experience by taking on new roles as the organization changed:

Administrative Assistant, RI Administration, Research Ethics Board, Membership and Space and Utilization Sub-Committees July 2002 – December 2003

Administrative Assistant, RI Administration & Clinical Scientist Nursing October 2000 - July 2002

Secretary, RI Administration October 1998 - October 2000


Administrative Assistant, Emergency Cardiac Care Committee, Canadian Council of Cardiovascular Nurses (CCCN), Canadian Coalition for High Blood Pressure Prevention and Control, and Canadian Heart Health Network (CHHN) August 1989 to October 1998


Secretary to Controller September 1984 - July 1989

Education & Training

Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans Course on Research Ethics (TCPS 2: CORE) October 2015

Health Canada Division 5 – Drugs and Clinical Trials Involving Human Subjects August 2015

Canadian Biomedical Research Ethics Tutorial (Collaborative Institutional Training Initiative Program) February 2014

Canada Good Clinical Practice Guidelines April 2014

Shaw Business College Toronto, Executive Secretarial Diploma 1983-1984

Other Assets

Language: English, written and oral

Volunteer work: Actively involved in volunteering as passionate ambassador for Huntington Disease and President of the Ottawa Chapter of the Huntington Society of Canada (previously the Vice-President) and Event Coordinator for the Annual Race for a Cure for Huntington Disease (now in its 7th year), Member of the Patient and Family Council (PFAC) at Champlain Local Integrated Health Network (LIHN formerly Champlain CCAC), and my church – The Metropolitan Bible Church

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