Office Administrator

2 weeks ago


Ottawa, Canada Canadian Institute for Health Information Full time

**Category**
- Administration

**City**
- Ottawa, Ontario, Canada
- Office Administrator - Facilities
- Who we are
- We are an organization comprised of industry thought leaders who are passionate about health data and want to make a difference in the health care field. We are an independent, not-for-profit organization and together with our partners we provide essential information on Canada's health systems, enabling decisions that lead to healthier Canadians. As a valued member of the CIHI team, you and your work will have a pivotal role in the evolution of Canada's health care systems.

CIHI is recognized as an exceptional place to work that embraces diversity, respect, integrity, collaboration and innovation. Learn about our Equity, Diversity and Inclusion Strategy and the work being done to create a more inclusive and welcoming organization by focusing on how we learn, govern and practise.

At CIHI, we recognize what matters to our employees. Some of the benefits of working at CIHI include
- HOOPP Pension Plan (Defined Benefits Pension)
- Retirement Planning Program
- Generous vacation days for permanent and long-term contracts
- Work-life balance
- Career Planning Program
- Learning and Professional Development Program
- Flexible benefits program from your first day on the job for permanent and long-term contracts

Why is this role important?
- The Office Administrator reports to the Team Lead, Workplace Operations and is responsible for assigning workspace and space planning; overseeing day-to-day office maintenance and security; monitoring administrative policies and procedures and assisting with procurement projects. They will also contribute to the delivery and optimization of Workplace Operations services and programs and work collaboratively with internal and external stakeholders.
- What you'll do
- 1. Acts as the first point of contact for Workplace Operations services and programs, including support of space utilization and allocation, ergonomics, physical security, compliance (ISO/IEC), facilities management, procurement of furniture, equipment, and supplies.
- 2. Responds to facilities related inquiries/requests from staff, and escalates concerns to the Team Lead, Workplace Operations for direction.
- 3. Ensures that CIHI’s space management system is up to date by providing accommodation/move/add/changes within the system. Works closely with the Team Lead, Workplace Operations to develop long-term space allocation plans, in keeping with current and future budget and staff growth requirements.
- 4. Maintains an up-to-date seating plan using space management system. Consults with program area Managers and Team Lead, Workplace Operations to assign workstations and offices based on established criteria. Plans and organizes staff movements where required to ensure branch functionality and assists with site moves and related issues.
- 5. Processes requests for building access and follows response protocols when security breaches are reported. Develops a thorough understanding of relevant policies and procedures and helps support adherence to departmental policies by ensuring clear communication to employees.
- 6. Prepares appropriate purchase orders for office supplies/furniture/equipment and arranges for maintenance of office equipment for assigned office sites. Acts as first line contact for suppliers; obtains and researches new supplier options and pricing.
- 7. Maintains back-up electronic files using proper guidelines, and validates relevant Facilities related purchase order logs, maintenance logs, visitor logs, and audit logs on a daily basis.
- 8. Monitors and arranges for housekeeping and contractors’ services, including cleaning, general office maintenance, minor repairs and related services as required.
- 9. Assists the Team Lead with project work related to facilities maintenance on site in the Toronto office, and regional offices when required.
- 10. Works with the Team Lead, Workplace Operations, to identify potential for cost savings and efficiencies in general office administration; helps to develop and implement solutions accordingly.
- 11. Establishes and maintains strong working relationships with internal and external stakeholders including vendors and provides awareness about department services, programs, and processes.
- 12. Assists Manager, Corporate Administration and Team Lead, Workplace Operations in budget preparation and all other administrative functions as required.
- What you'll bring to the table
- Undergraduate degree in Business Administration, Facilities Management, Information Management/Technology, Commerce or equivalent education/experience.
- 3 years related experience in office administration, facilities management, space planning, and project coordination.
- Strong problem-solving skills and technical aptitude for corporate software systems
- Knowledge of Microsoft Office Suite (Outlook, Word, and Excel) and SharePoint are required.
- Ability to deal



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