Professional Practice Administrator

3 weeks ago

Ottawa, Canada Canadian Association of Occupational Therapists Full time

The Canadian Association of Occupational Therapists is currently recruiting for the position of **Professional Practice Administrator**. This position is full-time.

The **Professional Practice Administrator** administers professional practice programming and Chapter advocacy initiatives which involves interacting with members, supporting practice networks and communities of practice, updating practice webpages, maintaining the practice resource hub, supporting mentorship and volunteer programs, and supporting the Director of Professional Practice and Professional Practice Project Lead. **This role is for a fluently bilingual individual.**

**Required Qualifications**:
3 or more years of progressive administrator experience; healthcare or non-profit experience an asset

Community College diploma in Administration or equivalent; other diplomas will be considered if there is evidence of administration skillset

Strong organizational and time management skills; ability to multi-task and shift priorities quickly; bias for action and attention to detail

Strong customer service orientation; proactive and outgoing communicator with excellent oral and written skills; aptitude for listening, responding and problem-solving

Good technical skills: ability to manage data and reporting in a CRM environment, operate Zoom/Teams and equivalent platforms, update webpages, develop spreadsheets and presentations

Equally effective contributor in team and autonomous work situations

Proficient in Microsoft Office Suite

Bilingual mandatory, English and French

**Responsibilities**:
Within the established policies and procedures of the Association, the Professional Practice Administrator areas of responsibilities include:
**Resource Hub**:

- Update and maintain the Hub
- OT Now Area of Practice triaging
- Establish efficient updating system

**Practice Network Support & Maintenance**
- PN support (meeting scheduling, member inquiries, onboarding new members, etc.)
- PN Quarterly meeting prep
- PN end of year survey
- PN webpages review
- Maintain and update AoPs, work with CAOT departments to ensure consistency across programs
- Coordinate the translation of the Network Chair Manual.
- Recruit Network Chair replacements

**Mentorship Program - Launch & Maintenance**
- Ensure proper translation of all PP materials.
- Work with Lisa to oversee good functioning of Mentor search function.
- Work with comms for the mentor recruitment campaign
- Respond to member inquiries and support mentee & mentors post-launch

**Volunteer Program Support**
- Ensure volunteer webpage is updated
- Identify volunteers for Letter of Recognition and Certificate of Appreciation
- Work with Finance team to develop an automated credit system for Volunteers
- Social media promotion with Communications team
- Involvement with CAOT conference planning

**Chapter Support**

In collaboration with the Project Lead,
- Support the creation of CAOT-SK webpages
- Support CAOT-BC in downsizing and updating webpages
- Support CAOT-North & CAOT-QC in developing and updating webpages

**Support the Director of Professional Practice**
- Stay connected with Membership Team - attend monthly meetings
- Support to transition of PP webpages to new CAOT website.
- Support ACOTPA Teams onboarding and website development
- Support the development of an HHR webpage and self-serve tool

**Professional Practice and Chapter administration**:

- Work with colleagues based remotely ensure practice and advocacy initiatives have administrative support,
- Support project work with document coordination and management, minutes, meeting communications and website updates
- coordination of communications with Communications team
- Support the administrative needs of the Director of Professional Practice and the Professional Practice Project Lead (e.g., resource collation, proof-reading manuals and protocols)

**Occupational Therapy Practice Network administration**:

- In collaboration with chapter and national office staff, provide general administrative support for 33 practice networks who meet throughout the year, mostly virtually, and require meeting set-up and communications
- Assist with the renewal and recruitment of network participants and maintain network rosters and related documentation.

**Other Administration duties**:

- Contribute to the development and implementation of a mentorship program
- Assist with recruitment of volunteers to participate in the many committees, task forces and working groups that support the objectives of the Association
- Organize and maintain a volunteer database.
- Participate in the Membership Working Group, Mentorship Working Group, Chapter Meetings, Regional Director Meetings, Staff meetings

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Vision care

Schedule:

- 8 hour shift

**Education**:

- DCS / DEC (preferred)

**Experience**:

- Administrative: 3 years (preferre

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