Ri-23-041 Innovation Administrative Coordinator

1 month ago


Ottawa, Canada CHEO RESEARCH INSTITUTE Full time

**JOB DESCRIPTION**
**Posting #RI-23-041**

**Posting Period - August 10 to August 31, 2023**

**POSITION: Administrative Coordinator**

**TECHi (Innovation Program)**

**TERM**:Full-time (FTE 1.0), Three (3) year contract, with possibility of renewal

**SALARY**:Will commensurate with skills and experience

**REPORTS TO**:Manager, Innovation Program

Children’s Hospital of Eastern Ontario Research Institute (“CHEO RI”) is the research arm of the Children’s Hospital of Eastern Ontario - Ottawa Children’s Treatment Centre (“CHEO”) and an affiliated institute of the University of Ottawa. CHEO is a beloved institution and workplace that is widely recognized for being an anchor in our community. CHEO RI works to create new knowledge and evidence to support CHEO in its provision of world-class care to our children. Our mission at CHEORI is to connect exceptional talent and technology in pursuit of life-changing research for every child, youth and family in our community and beyond.

**CHEO RI has an immediate requirement for an Administrative Coordinator.**

CHEO has recently launched an innovation program called TECHi (Technology Enabling Child Health Innovations), whose purpose is to create a rich support ecosystem designed for healthcare innovators who aim to improve the lives of children and youth.

We are committed to driving innovation and fostering collaboration between industry leaders, start-ups, and entrepreneurs. Our innovation program is designed to identify, nurture, and accelerate ground-breaking ideas that have the potential to transform the care we provide and provide the best life for our patients and their families. We provide a supportive ecosystem, access to resources, and strategic partnerships to help these ideas grow and thrive. We are seeking a highly motivated and results-oriented Administrative Coordinator to join our team and play a pivotal role in driving the success of our innovation program.

**RESPONSIBILITIES**

Under the general supervision of the Manager, Innovation Program, the Administrative Coordinator will:
Provide comprehensive administrative and office support:

- Manage the day-to-day administrative tasks, including scheduling meetings, maintaining calendars, expense claims for team members, and handling correspondence.
- Maintain and organize files, documents, performance measurement databases, ensuring efficient retrieval of information.
- Maintain all office supplies, including kitchen and break area, and keeps all inventory up-to-date.
- Assist with the preparation of presentations, proposals, and other materials as required.

Plan and coordinate events that engage innovation stakeholders:

- Liaise with team members, including communications team to plan, organize, and execute a wide range of events, including conferences, meetings, seminars, workshops, and company celebrations.
- Collaborate with internal stakeholders to understand event requirements, objectives, and target audience.
- Source and negotiate with vendors, venues, and suppliers to ensure cost-effective and high-quality event services.
- Manage event budgets, track expenses, and provide regular reports to stakeholders.
- Coordinate event logistics, including venue setup, audiovisual arrangements, catering, transportation, and accommodation.
- Develop and implement event timelines, schedules, and checklists to ensure smooth event execution.
- Coordinate event registration, attendee management, and communication before, during, and after events.
- Oversee event marketing activities, including creating promotional materials, managing online registrations, and utilizing social media platforms for events.
- Evaluate event success and produce impact reporting based on key indicators, including gathering feedback for continuous improvement of future events.

Perform other related duties as assigned by supervisor.

**QUALIFICATIONS, SKILL AND ABILITIES**
- College or University undergraduate degree. (Essential)
- Proven experience as an Administrative Assistant or in a similar administrative role. (Essential)
- Experience in both private small or medium sized businesses and public sector organizations is an asset. (preferred)
- Strong organizational skills with the ability to manage multiple tasks and deadlines effectively. (Essential)
- Excellent communication (verbal and written) and interpersonal skills. (Essential)
- Proficient in using productivity tools and software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and event management software. (Essential)
- Attention to detail and a commitment to delivering high-quality work. (Essential)
- Ability to work collaboratively with cross-functional teams and external vendors. (Essential)
- Exceptional problem-solving skills and the ability to think on your feet. (Essential)
- Flexibility and adaptability to changing priorities and last-minute requests. (Essential)
- Professional demeanor and the ability to maintain confidentiali



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