Intermediate Coordinator, Administrative Support
3 weeks ago
The University of Ottawa—A crossroads of cultures and ideas
The University of Ottawa is home to over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroads of cultures and ideas, where bold minds come together to inspire game-changing ideas. 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 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 Lead Coordinator, Academic Program Management, this position oversees the day-to-day operations related to the administration of undergraduate and graduate academics for the Department, with the objective of ensuring sound management according to relevant policies and providing advice to upper management. Organize departmental activities, and meetings, manage Chair’s schedule. Serves as point of contact and resource person for professors and trainees of the department.
**In this role, your responsibilities will include**:
**Academic Administration**: Update course and exam schedules in uoCampus while ensuring that applicable programs meet their respective requirements and targets in terms of student population. This includes providing front-line service and information for professors and potential students. Liaise between students and professors to review exams.
**Schedule and Calendar Management**: Manages the Department Chair’s calendar and schedules and confirms meetings to optimize use of time. Coordinates the scheduling of meetings for committees and sub-committees chaired by Chair. Maintains updates lists of members and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files and follow-up on decisions made.
**Client Service**: Acts as the resources person for students and professors on academic matters and the various programs and activities offered by the Department. This includes providing front line service and information for current and potential students and professors, and visitors and redirecting people (both internally or externally) to other departments or staff.
**Budget and Finance**: Participate in the administration of internally and/or externally funded budgets to ensure compliance with established policies. Analyze financial statements against budgets of the BMI Department funds various types of funds to identify and address any inconsistencies. Define budget priorities for the sector and provide advice to managers on the effective preparation of budgets, budget projections and shortfalls to maximize revenue and contain expenditure. Develop key financial performance indicators and monitor performance.
**Organization of Departmental Activities**: Organizes and coordinates meetings and events for the Department to ensure they run smoothly and efficiently including all logistics surrounding events, such as reservations, rentals, registration, invitations, catering services, equipment installation and set up of spaces. Coordinates travel arrangements (if required), Follows-up and finalizes the payment of invoices and reimbursements.
**Website and Social Media**: Anticipate requirements and generate web content to best meet ongoing business needs, while ensuring compliance with web official language and accessibility standards and established policies. Updates social media platforms with new and upcoming departmental events or news for Centers such CI3, OISB, Technomise and Joint Research Centre websites.
**Recruitment and Onboarding**: Plans and manages the recruitment and onboarding of student trainees. Assist with the organization and logistics of the Open Houses and recruitment of students. Assist students and professors with Administrative Academic Officer
the required onboarding paperwork, assist students with VISA and housing requirements. Ensures compliance with established policies.
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