Administrative Assistant

2 weeks ago

Ottawa, Canada University of Ottawa Heart Institute Full time

**Posted date**
- Friday, January 24, 2025

**Deadline**
- Friday, February 7, 2025

**Start date**
- As soon as possible

**Job type**
- Permanent

**Work hours**
- Full-Time

**Salary**
- $50,600 - $61,600

**Supervision**
- Clinical Director

**Unit/Department**
- Division of Cardiac Prevention and Rehabilitation

Description

The Administrative Assistant is responsible for the administrative support of the Cardiac Rehabilitation program. They work closely with the Clinical Director, Scientific Chair, Scientific team and other staff to provide efficient and effective administrative support, enabling smooth operations and optimal productivity within the organization. They will utilize exceptional organizational skills, attention to detail, and strong communication abilities to handle diverse tasks, facilitate seamless workflow, and contribute to overall team success.

Responsibilities will include:

- Schedules internal and external meetings including logistics, minute preparation, dissemination and follow-up.
- Coordinates the setup for and delivery of materials for presentations, workshops, conferences, and other program events.
- Supports financial activities; processing and tracking of program expenditures, liaising with finance, and preparing, coordinating and submitting quarterly & yearly financial reports to key stakeholders.
- Liaises with partner groups, consultants, funders, and site contacts to provide information or administrative support as needed.
- Supports academic and grant submission activities, including registration support, communication and collection of information from internal and external partners, collation of required submission documents, and updating of curriculum vitaes.

Required education and experience
- College degree in office administration or equivalent.
- 3 - 5 years of experience in a similar position.
- Previous experience with administrative management.
- Superior problem solving and analytic skills.
- Excellent interpersonal skills.
- Excellent organizational, time management, and multi-tasking skills.
- Demonstrated advanced proficiency with computers software packages (MS Word, Excel, Access, PowerPoint, Adobe).
- Strong written and oral communication skills.
- Works effectively and efficiently in a fast-paced, deadline-driven environment.
- Demonstrated ability to work within a multidisciplinary team.
- Ability to work occasional evenings and weekends as required.

Other:

- Previous experience working at the University of Ottawa Heart Institute and/or health promotion environment.
- 5+ years working in an administrative capacity.
- Project coordination skills.
- Written and spoken bilingualism (English and French) is an asset.

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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