Event Assistant Jobs in Waterloo, ON (NOW HIRING)

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is July 16, 2026 at 11:59PM
This position is contingent on funding.

Job Description:

Primary Purpose

This position is primarily responsible for the management, distribution and accountability of the study products used by study participants of the Centre for Ocular Research and Education (CORE). The incumbent must educate study participants on the proper use of assigned products according to protocol requirements. This position is contingent upon funding.

Key Accountabilities

Management of Study Products

Acquire study products and study consumables.

Maintain inventory control and entry of product information into appropriate databases.

Liaise with CORE financial department to ensure study product costs are allocated appropriately.

Manage study product accountability throughout study.

Reconcile study products at end of each study.

Dispose of study products according to study protocol and appropriate UW guidelines.

Distribution of Study Products

Dispense study products according to approved randomization schedule.

Instruct study participants on the use and care of study products.

Manage the dispensing and returning of study products for each study as per protocol requirements.

Regulatory

Produce and maintain Standard Operating Procedures (SOPs), Work Instructions (WI) and TOOLS for management of study products according to regulatory guidelines.

Train other team members in the use of regulatory documents and ensure implementation.

Communication with Study Sponsors

Ensure all study product information is up-to-date and available for review by study monitors.

Meet with study monitors during scheduled visits to review accountability procedures and verify records.

Liaise with study sponsors as needed regarding study product matters.

Contribute to regular sponsor meetings and study progress reports.

Participate as a member of the study team representing CORE at both onsite and offsite training meetings organized by study sponsors as required.

Provide masked study product assignment information as required, e.g., for adverse event reports.

Management of Clinical Studies Conducted Remotely

Develop presentations and train external sites on the management and accountability of study products.

Create forms for study product accountability for each external site.

Coordinate and distribute all study related documents and supplies to external sites

Manage flow of data from the external sites to the CORE Data Management Team ensuring accuracy and completeness of data.

Required Qualifications

Education

High school diploma or equivalent. Optometric Assistant certification or equivalent training would be preferred, and a Certified Research Associate Designation would be an asset.

Experience

At least 3 years' experience in a vision or health care setting is preferred.

Knowledge of optometric terminology and vision care is a definite asset.

Experience in regulatory affairs and compliance is an asset.

Knowledge/Skills/Abilities

Demonstrated ability to operate with a high degree of confidentiality using discretionary judgment and excellent problem-solving skills.

Excellent oral and written communication skills with the ability to present detailed instructions and information in a clear, concise manner.

Demonstrated ability to take initiative in a fast-paced environment with multiple deadlines and conflicting requests.

Excellent organizational and interpersonal skills with exceptional attention to detail.

Proven ability to work with minimal supervision.

Knowledge of Microsoft Office suite and the willingness to become proficient in the use of in-house databases as required.

Equity Statement
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Metis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
Positions are open to qualified candidates who are legally entitled to work in Canada.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources athrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.