Administrative Specialist

The Society of Obstetricians and Gynaecologists of Canada; Ottawa; Hybrid; CAD 45,000 - 70,000; Full time

Job summary

An established national organization is seeking an Administrative Specialist to ensure efficient office operations and support team activities. This role involves preparing documents, managing budgets, and coordinating meetings in a fast-paced environment. The ideal candidate will have a strong background in administrative support, excellent communication skills, and proficiency in Microsoft Office. This position offers a hybrid work model, competitive benefits, and a chance to contribute to women's health initiatives in Canada. Join a dedicated team that values collaboration and innovation in healthcare.

Benefits

Benefits after three months

Pension matching after one year

Three weeks of vacation

Hybrid flexible workplace

Qualifications

• 3+ years of relevant experience in administrative roles.
• Strong attention to detail and ability to multi-task effectively.

Responsibilities

• Prepare and review documents including reports and correspondence.
• Coordinate logistical preparations for meetings and events.

Skills

Microsoft Office (SharePoint, Excel, Outlook, Word, PowerPoint, Teams, Planner)

Active Listening

Writing Skills

Budget Management

Collaboration

Bilingual (English and French)

Education

College Diploma or Equivalent

Tools

Project Management Software

Job description

Looking for a career opportunity with an established and reputable national organization that makes a real difference in women’s health, values its employees and offers a comprehensive total compensation package including a hybrid working from home program?

The Society of Obstetricians and Gynaecologists of Canada (SOGC) is the national voice for women’s health in Canada with a mission to lead the advancement of women’s health through excellence and collaborative professional practice.

The SOGC has over 4,000 members, comprised of: obstetricians; gynaecologists; family physicians; nurses; midwives and allied health professionals working in the field of sexual and reproductive health.

Since 1944, the SOGC continues to be a leading national and international authority on sexual and reproductive health and on evidence-based training and education. The SOGC leads the development of 12–17 clinical practice guidelines per year and hosts three regional continuing medical education meetings, and an Annual Clinical and Scientific Conference. The SOGC also coordinates and hosts in-person and virtual academic programs for participants at all stages of their career: medical students, residents and practicing health professionals.

POSITION DESCRIPTION

Reporting to the Chief Scientific Officer, the Administrative Specialist ensures the efficient day-to-day operation of the office of the CSO and supports the work of team members.

The Administrative Assistant also provides assistance to corporate management and the Canadian Foundation for Women’s Health, as required.

KEY RESPONSIBILITIES

• Prepare, format and review documents including correspondence, reports, memos and emails
• Store and organize scientific references, generating citations and bibliographies
• Prepare and maintain documents using Microsoft word and Excel
• Enter data and information into databases
• Maintain team documents including budget coding and tracking and accounts and passwords
• Oversee organization of team SharePoint site
• Prepare surveys, doodle polls and schedule meetings for the CSO and the team
• Coordinate logistical preparations for meetings including scheduling, organizing travel, preparing agendas and background documentation, and recording minutes as required
• Reconcile VISA expenses
• Prepare, track and process expense claims
• Code and file material according to established procedures
• Purchase supplies for team members
• Prepare, track and follow-up on action items from team meetings
• Liaise with other departments to coordinate operational requirements
• Other duties as needed by the Chief Scientific Officer

QUALIFICATIONS, EXPERIENCE and KEY SKILLS

• College diploma or equivalent combination of relevant education and at least 3 years of relevant work experience
• Demonstrated ability to multi-task with keen attention to detail
• Demonstrated ability to effectively prioritize and execute tasks with minimal supervision
• Demonstrated ability to work with budgets
• Ability to work both independently and in a team-oriented, collaborative environment that is extremely fast-paced
• Proficient Microsoft Office user (SharePoint, Excel, Outlook, Word, PowerPoint, Teams, Planner)
• Proficient in active listening, quickly establishing rapport with colleagues or members, explaining concepts in simple understandable terms
• Excellent command of the English language
• Strong writing skills
• Ability to work in French is an asset
• Basic knowledge and understanding of health care and research is an asset
• Knowledge of project management software is an asset
• Must be located in Ottawa or the surrounding National Capital Region

ADDITIONAL JOB REQUIREMENTS

• Ability to work weekends and overtime.
• Some travel may be required.

WHAT WE OFFER

Total Compensation Package which includes:

• Benefits after three months.
• Pension matching after one year.
• Three weeks of vacation.
• Hybrid flexible workplace split between in-office and home office schedules.

Please submit your cover letter and resume to [e-mail].

The SOGC is an equal opportunity employer and encourages all qualified applicants to apply. SOGC welcomes and encourages applications from people with disabilities.Accommodations are available on request for candidates taking part in all aspects of the selection process.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.