Intermediate Coordinator, Administrative Support

Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

IGHO International Programs and Partnerships Support

Campus:

600 Peter Morand

Union Affiliation:

SSUO

Date Posted:

July 24, 2025

Applications must be received BEFORE:

August 04, 2025

Hours per week:

35

Salary Grade:

SSUO Grade 07

Salary Range:

$59,038.00 - $74,574.00

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:
Reporting to the Supervisor, International Partnerships and Programs, Coordinates activities related to the administration of human, financial, physical and material resources of the International and Global Health Office (IGHO) in order to provide support and advice to the office management and to ensure that the policies and procedures are well understood and properly implemented.

In this role you will:

• Administrative support: Manage the calendars of the Vice Dean and Office management, organize and plan various meetings and manage incoming communications;

• Business writing: Draft emails, write notices, agendas, meeting minutes, prepares tables and spreadsheets for the Vice Dean and IGHO team. Collaborate in the preparation, finalization, approval and distribution of documents. Coordinates written communications to the various meetings and committees;

• Financial and budget: Coordinate the ongoing financial transactions and all activities and processes related to the administration of internally and/or externally funded budgets of the IGHO to maintain financial integrity and transparency and to ensure compliance with established policies. Perform all research and analysis necessary to provide recommendations to the IGHO management on the effective preparation of budgets, budget projections and shortfalls to maximize revenue and contain expenditure;

• Payroll: Prepare requests for remuneration, and required documentation for the generation of contracts, and administer remuneration for casual and term employees to ensure compliance with established policies. Verify payroll reports for accuracy and liaise with Payroll Services to reconcile any inconsistencies;

• Physical resources: Manage the physical resources to ensure the most efficient use of space for the sector. To this end, receive, analyze and treat new requests, coordinate room setup and signage, and ensure that accessibility standards are met at all times. Maintain accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records. Act as Health and Safety representative for the sector, to ensure proper communication of health and safety-related policies and practices and monitor compliance in order to minimize risk to students and staff;

What you will bring:

• Advanced knowledge of administration, accounting, financial and human resources principles normally acquired through postsecondary studies in a related discipline

• Minimum 3 years of demonstrated experience in a similar role.

• Knowledge of computer systems and software including financial systems, spreadsheets, databases, Internet and e-mail

• Experience in interpreting, explaining and applying policies and regulations

• Experience working in a unionized environment and in interpreting collective agreements

• Experience in preparing reports

• Strong interpersonal, communication and organizational skills

• Ability to work independently, efficiently, to exercise good judgement in prioritizing work and to perform well under pressure

• Ability to balance a variety of activities and to deal effectively with a diversity of individuals

• Ability to work outside of regular hours and overtime during peak periods

• Sensitivity to cultural, social and political issues

• High level of discretion

• Bilingualism – French and English (spoken and written)

#LI-Hybrid

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:

Planning: Organize in time a series of actions or events in order to realize an objective or a 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 it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [email protected] to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.