Administrative Coordinator

5 days ago

Ottawa, Canada University of Ottawa Full time

The University of Ottawa—A crossroads of cultures and ideas

The University of Ottawa is home to a dynamic community of over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroad of cultures and ideas, where bold minds come together to inspire game-changing ideas. We believe in the power of representation, and that increasing the diversity of our faculty and staff supports this objective. Our goal is to provide students with the best possible learning experience, in an environment that reflects the diversity of its people, their ideas, and their identities.

We are one of Canada’s top 10 research universities—our professors and researchers explore new approaches to today’s challenges. One of a handful of Canadian universities ranked among the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from across the globe. Our employees come together around the shared purpose of constant improvement, personal development, service excellence, teamwork and a passion for learning with a desire to make uOttawa and the world a better place. Everyone's contributions are valued, we all play a part in making uOttawa a world-class institution. Most importantly, we make it possible for you to achieve your full potential. Because at uOttawa, you belong

**Position purpose**:
**Reporting to the Team Lead, Conventions and Reservations**:
Provide support essential to the activities of Conventions and Reservations, specifically the bookings from different student clubs and Faculty associations by overseeing and carrying out various administrative and financial activities. The incumbent is the main point of contact for all of their booking requirements and liaises with students on a regular basis.

**In this role you will**:
**Program delivery**: Assist with the delivery of the Virtual Event Management Software (VEMS) program by ensuring that bookings and related services are well designed to achieve the organizers needs.

**Catering**: Assist with catering orders for internal, student and external community.

**Admission and registration**: Manage the admission and registration procedures for all the student clubs and Faculty Association with VEMS. Evaluate and assure client services.

**Operational plan**: Receive and schedule events in the public calendar and ensure that conflicts do not occur with multiple events. Manage the logistics of the venues and coordinate the availability catering and small equipment rental (tables, chairs, etc).

**Financial activities**: Receive and process all invoices and financial transactions in collaboration with the Coordination Agents and in accordance with University of Ottawa policies and procedures; ensure the organization and maintenance of financial documents. Responsible for the student financial accounts and prepare invoices for upcoming events ensure that funds are deposited in accordance with University policies and procedures.

**Information management and reporting**: Keep Event Management Software (EMS) up to date with accurate information. Provide various simple to moderately-complex reports, on a scheduled as well as ad-hoc basis to support ongoing operations and strategic planning.

**What you will bring**:
Knowledge of administration and accounting principles normally acquired through postsecondary education or equivalent experience

Minimum 3 years of demonstrated experience in a similar role

Knowledge of University of Ottawa policies and procedures as well as its structure and governance; an asset

Experience in client services and a positive attitude to ensure service excellence

Experience in producing reports

Ability to establish priorities, to demonstrate initiative and creativity, excellent organizational skills

Discretion in the manipulation of highly confidential information

Strong interpersonal and communication skills

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 realise 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 anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.

**Teamwork and Cooperation**: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

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