Intermediate Coordinator, Administrative Support

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

24

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

DFM Research and Innovation

Campus:

600 Peter Morand

Union Affiliation:

N/A

Date Posted:

July 18, 2024

Closing Date:

July 29, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week:

35

Salary Grade:

Non-Union Grade NC4 - 35 hrs

Salary Range:

$57,652.00 - $71,551.00

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:

Responsible for executing logistical 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 logistical activities for special projects within the scope of the overall program.

In this role, your responsibilities will include:

• 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:

Essential Qualifications

• Post-secondary education in administration, or an acceptable combination of education and experience
• Minimum of 3 years’ relevant experience in administrative coordination

Other Qualifications

• 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
• Skills in the use of web content management applications is an asset
• Strong organizational abilities and consistent attention to detail in a fast-paced environment
• Abili