Intermediate Coordinator, Administrative Support

1 month ago

Ottawa, Canada University of Ottawa Full time

Job Type:
Employee

Duration in Months (for fixed-term jobs):
N/A

Job Family:
Administrative Support

of Open Positions:
1

Faculty/Service - Department:
UGME Academic Services

Campus:
Roger Guindon Hall

Union Affiliation:
SSUO

Date Posted:
August 10, 2023

Closing Date:
August 21, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week:
35

Salary Grade:
SSUO Grade 07

Salary Range:
$55,245.00 - $69,783.00

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:
Responsible for executing logístical activities related to the delivery of programs within a faculty, service or research environment, including but not limited to courses, workshops, training and events, while ensuring smooth and efficient operations and an exceptional client experience. Coordinates elements of physical and material resources, including arrangements with thirdparty providers and other uOttawa services. Performs routine financial transactions, routine communications and other administrative support functions related to program delivery. May be required to execute logístical activities for special projects within the scope of the overall program.

In this role, your responsibilities will include:
- Program Operations: Performs a variety of operational functions related to ongoing program delivery in the context of a service, academic sector, or in a research environment. Performs routine administrative and financial functions. Executes all operational activities around program delivery efficiently and within budget. Troubleshoots unanticipated complications within the scope of program execution and implements creative solutions to ensure operational continuity. Maintains accurate records for key historical data and program metrics.- Client Service and Communications: Acts as communication liaison between program management, clients, contributors, experts and other stakeholders in order to ensure the effective sharing of critical information related to the program components under his or her area of responsibility. Ensures that accurate and clear information related to the program, deadlines, and requirements is consistently available and updated. Addresses client feedback, escalates more complex areas of concern to program management, with the goal of favouring service excellence.- Activity and Event Registration: Handles registration related to ongoing participation in program offerings. Plans and executes efficient participant registration and all related followup for special events. Handles other routine activities in support of the smooth execution of program events within the scope of the program.- Resource Coordination: Administers accurate inventories of resources required for program delivery. Contributes to the overall planning for all program offerings by projecting resource requirements for program cycles, including material and space requirements.- Reporting: Provides a variety of reports to management in support of program planning and continuous improvement initiatives.

What you will bring:
Essential Qualifications- Post-secondary education in administration, or an acceptable combination of education and experience- Minimum of 3 years’ relevant experience in administrative coordination

Other Qualifications- Demonstrated experience in client service- Experience working in a postsecondary institution or other complex organization is an asset- Skills in the use all Microsoft Office software-
- Strong organizational abilities and consistent attention to detail in a fast-paced environment- Ability to produce high quality work in an environment with multiple strict deadlines- Strong interpersonal and communication skills - Demonstrated success working in a team setting- Ability to occasionally work outside of normal office hours - Ability to occasionally travel outside of the region- Bilingualism - 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 realize 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 anticipati

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