Project Coordinator

2 weeks ago

Ottawa, Canada Carleton University Full time

**Duties and Responsibilities**:
Job Summary
Responsible for providing administrative, logistics and operational service needs support to various research projects within the Accessibility Institute.

Key Accountabilities
Project Coordination and Planning
- In consultation with the Manager, establishes and maintains project support infrastructure including coordinating logistics associated with the project activities such as tracking timelines, organizing committee meetings, and supporting committee activities
- Supports planning and coordination of project activities

Relationship Management
- Interacts, coordinates, exchanges, and responds to requests for information from both internal and external stakeholders such as project teams, project participants, vendors and suppliers

Financial Management
- Liaises with Accessibility Institute team members to ensure monthly reconciliation of project budget, to inform ministry financial reports, assisting the project manager with on-going monitoring of project budget
- Forwards all receipts, requests for processing, verification, reconciliation, and completion of payment of invoices, purchasing cards, chargebacks, and expenses to Accessibility Institute Administrator

Creative Design Support
- Attends meetings related to the creation of various newsletters, marketing and promotional materials for projects
- Participates in design discussions related to the promotion of projects and related activities and event
- Facilitates and supports the recruitment and participation of individuals who will provide feedback on accessibility throughout the development of the project information sessions and focus groups
- Directs ongoing inquiries from project stakeholders to the relevant project team members as necessary

Documentation and Communication
- Drafts, edits, proofreads, and formats correspondence, memos, and reports
- Coordinates, collects, assembles, and provides information packages—files, reports, correspondence, research, and background materials
- Attends meetings, take minutes, prepares follow-up correspondence, and tracks progress
- Oversees filing systems in accordance with corporate records management policies and in adherence to research ethics protocol and procedures
- Prepares all internal/external correspondence for project team and stakeholders
- Engages in social media updates, web activities and content creation for public facing awareness campaign
- Advises manager on matters requiring escalation
- Performs other duties as assigned

**Qualifications**:
**The incumbent must possess the following qualifications**:

- Knowledge of office administration policies, procedures, and processes
- Knowledge of office productivity software and databases, internet browsers and search engines, discipline-specific and enterprise software, and technology devices
- Knowledge of, and experience working within, a postsecondary institution (college or university) across Ontario preferred
- Knowledge of social media and communications strategies

**Education and Experience**:
**The above is normally acquired through the completion of**:

- A Bachelors’ degree
- Minimum of two years previous administrative experience with one-year of project administration experience

**HR Note**:
Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

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