Intermediate Coordinator, Academic Program Management

University of Ottawa•Ottawa, ON

2d•Onsite

About The Position

The Faculty of Education, along with its commitment to the promotion, advancement, and dissemination of knowledge in the field of education in general, is actively involved in teacher training. Located on the unceded ancestral lands of Algonquin peoples, the Faculty of Education is proud to promote equity, diversity, and inclusion. Moreover, according to the latest QS ranking, our faculty is ranked among the top 100 in the world, and fifth in Canada, for research. Reporting to the Senior Specialist of Academic Program Management, 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.

Requirements

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
Skills in the use all Microsoft Office software
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)

Nice To Haves

Experience working in a postsecondary institution or other complex organization is an asset
Skills in the use of web content management applications is an asset

Responsibilities

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.
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.
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.
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.
Provides a variety of reports to management in support of program planning and continuous improvement initiatives.