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Office Coordinator

4 weeks ago

Waterloo, Canada Schlegel-UW Research Institute for Aging Full time

**Department**: Operations Team

**Posting Date**: May 2, 2024 - until filled

**Term**: Fixed-term contract until May 31, 2026

**Hours**: Part-time or full-time option available (3-5 days per week).

**Hiring Range**: $40,000-50,000 annual salary based upon full-time hours of 40 per week.

**Benefits**: Extensive benefit package inclusive of health, dental, RRSP matching, and paid personal days.

**Background**

The Schlegel-UW Research Institute for Aging (RIA) is a charitable foundation that partners with the University of Waterloo, Conestoga College, and Schlegel Villages to enhance care and quality of life for older adults. Through engagement with key partners and collaborators, RIA supports practice relevant research and knowledge mobilization. Research evidence is used to inform programs, education and training, and influence practice and policy.

**Primary Purpose**

The role will support RIA’s vision, mission, and values as well as have an interest and passion for enhancing quality of life and care for older adults and team members working in senior living.

**Key Accountabilities**

2. **Operations Support**: Ability to exercise extreme discretion and professionalism to support finance with deposits and coordinate signatures and approvals for weekly payment runs. Support the onboarding of new team members to the organization and be an active participant of the Joint Health and Safety Committee. Additional data entry tasks may be required.

3. **Events and Meetings**: Support project and department teams to run successful events, conferences, tours and meetings, including coordination of team member participation in conferences. This includes but is not limited to room bookings and set-up, technical support, travel and accommodation bookings, catering, and preparing meeting or tour packages. Support the delivery of team engagement and social activities regularly throughout the year.

4. **Teamwork and Communication**: Work as a collaborative team member of both the RIA support team, executive support team, and the organization. Pro-actively and regularly communicate with team members, visitors, partners and researchers in a positive, supportive and friendly manner. This will include efficiently problem solving and responding to needs and requests. Able to maintain confidentiality and communicate with diplomacy and tact and seek support when needed.

5. **Other**: Takes on a variety of additional RIA administrative tasks, as required.

**Position Requirements**

**Education**:
Post-secondary education in Administration or equivalent experience.

**Experience and Skills**:

- Must have at least 1-3 years of administrative and/or office coordination experience.
- Excellent communication skills to greet and interact with team members, researchers, visitors and older adults in a professional and friendly manner.
- High attention to detail to ensure accuracy in all administrative tasks, such as managing inventory and responding to communication.
- Excellent organizational skills to support the efficient operations of the office and building.
- Ability to adapt to changing priorities, work under pressure, and remain flexible in a dynamic office environment.
- Effective time management skills to prioritize tasks, meet deadlines, and handle unexpected situations efficiently.
- Ability to maintain a high level of concentration and complete job responsibilities as constant distractions arise.
- Ability to work in a collaborative team environment and engage with the team to support a vibrant work environment.
- Ability to adapt to change and manage competing priorities.
- Self-starter with a proactive attitude who can anticipate needs.
- Ability to lift up to 15lbs to waist height and to move training furniture for events and meetings.
- Experience and fluency using Microsoft and Google Workspace products.
- Fluent in English. Fluency in French is an asset but not required.
- Must have a valid driver’s licence and be available for occasional travel.
- Eligible to obtain a police background/criminal record check.

**Scope of Work**
- **Interpersonal Skills**: Builds strong relationships. Communicates effectively with internal team members and external partners; professionally represents the RIA in all communications and at events.
- **Level of Responsibility**: Responsible for ensuring integrity of RIA’s reputation within the research-to-practice community and older adult living sector.
- **Decision-Making Authority**: Ability to identify successes and challenges and make recommendations for improvements; engage in problem-solving to optimize success and efficiencies; ability to seek appropriate support and decision-making as needed.
- **Physical and Sensory Demands**: Minimal demands, typical of a position operating within an office environment; periods of extensive sitting at a desk and in meetings and concentrated use of visual senses; substantial repetitive keyboard/mouse movement; high sensory deman

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