Event and Administration Coordinator

3 weeks ago

Ottawa, Canada University of Ottawa Full time

Job title under review

The University of Ottawa—A crossroads of cultures and ideas

The University of Ottawa is home to a dynamic community of over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroad of cultures and ideas, where bold minds come together to inspire game-changing ideas. We believe in the power of representation, and that increasing the diversity of our faculty and staff supports this objective. Our goal is to provide students with the best possible learning experience, in an environment that reflects the diversity of its people, their ideas, and their identities.

We are one of Canada’s top 10 research universities—our professors and researchers explore new approaches to today’s challenges. One of a handful of Canadian universities ranked among the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from across the globe. Our employees come together around the shared purpose of constant improvement, personal development, service excellence, teamwork and a passion for learning with a desire to make uOttawa and the world a better place. Everyone's contributions are valued, we all play a part in making uOttawa a world-class institution. Most importantly, we make it possible for you to achieve your full potential. Because at uOttawa, you belong

About the Faculty of Medicine

Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.

**Position purpose**:
Reporting to the Senior Manager, Office of Continuing Professional Development, The Event and Administration Coordinator is responsible for supporting the Continuing Professional Development (CPD) office in the area of online registration, telephone support and all logístical operations for large groups and other CPD conference activities.

**In this role, your responsibilities will include**:
**Registration**: Customizes contracts for clients. Liaises, creates and oversees custom branded registrations based on the client's need and specific requirements. Creates registration invoices for large groups and custom registration links as required.

**Records Management**: Maintains a tracking sheet of all payments outstanding and received. Inputs paid registrations into the OEMS to reflect status. Compiles registration data following each course/events for the unit’s Finance Officer. Creates and distributes certificates to attendees when applicable as well as evaluations post event.

**Financial Reconciliation**: Ensures financial data from a course/event is accurate and works with the Finance Officer to reconcile finances for each course/event. Processes reimbursements to registrants needing refunds.

**What you will bring**:
College diploma in Office administration or in another relevant field and/or a minimum of 3 years relevant work experience related to office administration including registration management and event assistance

Excellent communication skills for dealing with various stakeholders including healthcare professionals and the public

Willingness to learn new skills and integrate them into work with diverse groups of people

Proven proficiency in using an online registration system, the Internet and all Microsoft software such as Word, Excel, PowerPoint and Outlook.

Ability to work under pressure, multitask, organize and prioritize work

Knowledge of social media tools to provide up-to-date communication tools for CPD office

Bilingualism - both French and English (spoken and written)

**Key Competencies at uOttawa**:
Here are the required competencies for all or our employees at uOttawa:
**Planning**: Organize in time a series of actions or events in order to realise an objective or a project. Plan and organize own work and priorities in regular daily activities.

**Initiative**: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.

**Client Service Orientation**: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.

**Teamwork and Cooperation**: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

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