Intermediate Coordinator, Administrative Support

4 weeks 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

**About the faculty/service**: 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**:
Reporting to the Senior Manager, Postgraduate Medical Education, 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 third-party 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 you will**:
**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 follow-up 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**:
Post-secondary education in administration, or an acceptable combination of education and experience

Minimum of 3 years’ relevant experience in administrative coordination

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 q

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