Administrative Coordinator

4 weeks ago

Ottawa, Canada University of Ottawa Heart Institute Full time

**Start date**:
As soon as possible.

**Overview**:
Under the direction of the Director of Planning and Capital Projects - Facilities, the Administrative Coordinator is an organized, detail-oriented individual who can manage multiple projects at once in a fast-paced environment. This role requires a professional with experience coordinating projects, managing financial documentation, and providing administrative support to a busy team.

**Responsibilities**:
**Planning/Facility**
- Coordinate minor renovation projects and office relocations including scope assessment, creating a project schedule, coordinating work, communicating with stakeholders, and issuing required documentation.
- Security: maintain database of all badge readers and other relevant information; collaborate with the Security Department to resolve issues and program ID Badges.
- Lockers: maintain locker database, manage locker allocation and arrange for Security to remove locks and contents from inappropriate occupied lockers.
- Signage: maintain database, coordinate new signs and vinyl changes with translation services and supplier, update new signage using Adobe Illustrator.
- Keys: maintain database, manage distribution and allocation of all keys, and coordinate complex requests with Locksmith directly.
- Complete special projects related to planning initiatives and facility requirements.
- Submit and monitor work orders for minor repairs and various tasks.
- Maintain our building floor plans data base.

**Finance**
- Request and review quotes, which includes being current on the Ottawa Hospital (TOH) procurement policies.
- Prepare purchase requisitions to obtain purchase orders through Oracle iProcurement.
- Review invoices, confirm work completion with Project Manager/Project Director, track spending against purchase order and submit invoices for approval.
- Scan, file and log financial documents according to project requirements.
- Review/reconcile Construction / Renovations in Progress (CIP) accounts monthly including Plant Maintenance.
- Report any budget or financial concerns to the Director immediately upon identification (e.g. double invoicing).

**Administration**
- Act as the main contact for the Planning & Capital Projects - Facilities office; obtain direction and information from Director and/or Project Manager to respond to inquiries.
- Organize meetings, book conference rooms, prepare meeting packages, take minutes, and attend meetings as required.
- Various administrative duties, which includes, but is not limited to, photocopying, managing mail, filing, organizing travel, revising fan out list and event planning.

**Requirements**:
**Mandatory**:

- Degree or Diploma in a related field
- 5 years’ direct work experience in office administration
- 2 years’ direct work experience with project coordination
- Advanced knowledge of Microsoft Suite Package

**Preferred qualifications**:
**Definite assets**:

- Ability to communicate in French
- Experience in a hospital environment
- Knowledge of some technical terminology related to construction and facility management
- Average knowledge of Adobe Illustrator and Oracle iProcurement
- Ability to read architectural drawings
- AutoCad

**To apply**:
The University of Ottawa Heart Institute is committed to ensuring barrier-free selection processes and work environments. Accommodations will be provided in all parts of the hiring process relating to any specialty requirements. Please notify us of any accommodations that you require - any information you provide will be handled respectfully and in complete confidence.

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