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Team Coordinator
3 months ago
OCI is seeking a dynamic, confident, and highly organized Team Coordinator based in Toronto, Ontario, Canada for a one year contract.
Reporting to the Director, Research & Development Collaboration Commercialization the Team Coordinator will work with the Program Managers in the Business Development department.
The Team Coordinator performs a wide variety of administrative support services, ranging from complex to routine; taking ownership and accountability for tasks and facilitating shared responsibilities to effectively support the team.
All while providing project support.
A critical expectation of this role is to work behind the scenes to support the resolution of problems, mediate disputes, and deal with issues before they are escalated; interacting with managers and directors of different areas in the organization to co-create solutions to challenges on a regular basis; proactively implement solutions leading to increased efficiencies in systems, processes and overall business functionality.
Responsibilities:
Provide support to the Program Managers in the areas of calendar management, meeting logistics, and follow-up documents for the team as it relates to the different programs.
Make quick accurate and timely decisions within the scope of the role, handling confidential and non-routine information with discretion.
Interact with internal and external stakeholders at all levels and acts as the first point of contact for general inquiries for the team.
Independently respond to client inquiries and escalate complex client inquiries to appropriate parties based on knowledge of practice/structure and work process.
Participate on special projects by assisting the Program Mangers with planning and follow-up for all special initiatives undertaken by the team.
Create and edit presentations for meetings, speaking engagements, and training sessions. Prepare and analyze plans, reports, etc.Organize and maintain correspondence and documentation of files and projects.
Make quick, accurate and timely decisions within the scope of the position, handling confidential and non-routine information with discretion.
Track and follow up on incoming and outgoing correspondence and reference documents for various projects.
Manage computer-based files, maintaining filing system in both electronic and hard copy where required.
Edit and occasionally create PowerPoint presentations, Excel spreadsheets and Word reports, routine letters, and memorandums. Prepare confidential company, employee, and project-sensitive information, ensuring all documents are accurate and timely.
Provide support to the team in program monitoring/outcomes.
Coordinate the execution of collaboration agreements and the collection of program/partnership status updates and performance measures; identify opportunities for the improvement of partnerships/planning forms and process and submit recommendations to senior management as appropriate.
Gather, analyze, and synthesize data from internal and external participants to help inform corporate planning and allocation of resources.May be required to perform other related duties as assigned.
Requirements and Skills
Secondary education in a related field
Minimum of 3 years of related experience in an administrative capacity.
Advanced working knowledge of MSOffice (including Word, Excel, PowerPoint, and Outlook).
Experience working directly with boards/councils.
Ability to anticipate issues and pre-empt potential problems.
Ability to plan, organize workload, establish priorities and work with minimum supervision.
Ability to work under pressure in a fast-paced environment.
Highly effective communication skills.
Discretion and sensitivity in dealing with confidential information.
Demonstrates initiative, flexibility, and professionalism.
Occasional overtime as required with occasional events to attend outside of normal business hours.
Internal Contacts/External Contacts
OCI staff at all levels
Industry (from the CEO to the shop floor)
Student entrepreneurs
Academic researchers, students, university research administrative staff
University/college/hospital/government administration
Government (at all levels, federal, provincial, and municipal)
