Intermediate Coordinator, Administrative Support

Job Details

Job Type: Employee

Location:

Roger Guindon Hall, Marketing & Communications, Faculty of Medicine
Salary Grade: SSUO Grade 07
Salary Range: $59,038.00 - $74,574.00
Hours per week: 35
Union Affiliation: SSUO

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.

• 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 to ensure the effective sharing of critical information related to program components under area of responsibility. Ensures accurate and clear information related to the program, deadlines, and requirements is consistently available and updated. Addresses client feedback and escalates more complex areas of concern to program management, with the goal of favoring 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.

• 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 of 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.
• Ability to produce high quality work in an environment with multiple strict deadlines.
• Strong interpersonal and communication skills.
• Demonstrated success working in a team setting.
• Ability to occasionally work outside of normal office hours.
• Ability to occasionally travel outside of the region.
• Bilingualism – French and English (spoken and written).

• Planning:
  Organize in time a series of actions or events to realize an objective or project. Plan and organize own work and priorities in regular daily activities.
• Initiative:
  Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self‑starting. Show availability and willingness to go above and beyond whenever possible.
• Client Service Orientation:
  Help or serve others to meet their needs. Anticipate and identify the needs of internal and external clients and find solutions to…