Program Administrator

2 months ago

Toronto, Canada Ontario College Of Pharmacists Ordre des Pharmaciens de L Ontario Full time

**Program Administrator**

Position Summary
- The Program Administrator, under the direction of the Manager, is responsible for a wide variety of administrative duties by ensuring that all processes run smoothly and effectively. This includes the administrative support and coordination of all meetings, preparing related materials, and responding to inquiries. Maintaining all correspondence and material while adhering to the College’s information management principles and guidelines. Providing internal support to the department or team. Responsible for providing front line customer service, written and verbal communication, to internal and external parties, ensuring information provided is current, clear and accessible.

What you’ll do at OCP
- Coordinating calendars, scheduling meetings, booking rooms and related services
- Prepare documents and materials such as folders, presentations, reports, preparing USB sticks, etc.
- Attend meetings to respond to questions, prepare and draft agendas, take meeting minutes
- Coordinate with the Facilities and Office Support team for room set-up, catering, and A/V support
- Proofread and edit all documentation for grammar, spelling, and content accuracy
- Process invoices for payment following meetings
- Present a positive and professional image to all visitors, clients, agencies, and other parties
- Drafting appropriate correspondence for a wide range of situations for review by Manager
- Tracking deadlines and working to ensure those deadlines are met
- Keeping various internal databases updated and accurate at all times
- Assist with file management and file building
- Providing feedback on processes and practices within the department, in order to contribute to process improvement
- Review reports to ensure information is current and relevant, coordinate the collection of information both internally and externally, and prepare reports
- Act as a primary contact for questions. Review information on the website to ensure it is accurate, current, and clear
- Follow up with internal or external stakeholders to complete any outstanding tasks as assigned
- Acts and models behaviours aligned with the Mission, Goals, Values and Strategic Priorities of the organization
- Demonstrates an understanding of own role and responsibility, and those of other partners involved
- Prioritizes own work to meet department needs within agreed and sometimes tight timelines
- Work within department principles, departmental guidelines, and policies.
- Support the business with all ad-hoc requests to fulfil various business needs
- Other duties and responsibilities as assigned

What we’re looking for
- Critical thinking and analysis skills are essential, proactive, and adept at problem solving
- Strong sense of ethics and the ability to handle confidential information with tact and discretion
- Good research skills on the Internet and traditional sources of information
- High level of sound and independent judgment, reasoning, and diplomacy
- Able to maintain filing systems and basic databases
- Exceptional ability to prioritize, organize and manage workload
- Strong attention to detail
- Superior interpersonal skills to interact with team members, internal and external stakeholders, and difficult people with tact and diplomacy both in person and over the phone
- A strong focus on customer service with a positive and professional disposition
- Excellent interpersonal skills: ability to work effectively in a team setting
- Excellent and professional written and verbal communication skills, ability to draft clear correspondence
- Ability to solve problems independently and a willingness to tackle new challenges and upgrade skills when required
- Ability to work with mínimal direction and supervision
- Self-motivation and solid organization skills to manage workload, deal with multiple demands and maintain composure while progression toward desired outcome efficiently and effectively

What experience we prefer
- College diploma in a related field such as business, administration or equivalent.
- Must have 3-5 years of recent relevant experience in an administrative capacity.

Why work for us?
- We are the registering and regulating body for the profession of pharmacy practice in Ontario with a mandate to service and protect the public interest. In addition to ascertaining all registrant meet professional standards, the College sets and ensures ongoing adherence to professional and operational standards as it leads the advancement of pharmacy.

If you are interested in joining the College, please forward your cover letter and resume in confidence, by
- **March 20, 2023 **stating salary expectations.

**OCP is committed to supporting accessibility and diversity.**:

- Requests for accommodations can be made at any stage of the recruitment process._
- Applicants need to make their requirements known when contacted._
- We wish to thank all applicants for their interest in this position. We wi

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