Intermediate Coordinator, Academic Program Management

University of Ottawa Heart Institute; Ottawa; On-site; CAD 62,000 - 78,000; Full time

Job summary

University of Ottawa is seeking an Administrative Coordinator to support the Faculty of Education’s program delivery. In this role, you will handle a range of operational and administrative tasks to ensure smooth course and event logistics, with a strong focus on client service and accuracy.

You will coordinate registrations, manage resources, generate routine reports, and collaborate with diverse teams to maintain exceptional service levels in a university environment. Bilingualism is valued.

Qualifications

• Minimum 3 years of relevant experience in administrative coordination.
• Experience delivering high quality client service in a fast-paced environment.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Experience using web content management applications is an asset.
• Strong organizational skills and attention to detail.

Responsibilities

• Executes program operations and administrative support for ongoing program delivery within a faculty or service.
• Manages client communications and coordinates information sharing with stakeholders.
• Handles participant registration and follow-up for events and workshops.
• Coordinates resources and budgets for program activities and timelines.
• Produces reports to support program planning and continuous improvement.

Skills

Administrative coordination

Microsoft Office

Web content management

Client service

Teamwork

Education

Post-secondary education in administration

Tools

Web Content Management

Job description

Follow us on LinkedInPosting Reason:Replacement of a regular positionJob Type:EmployeeAnticipated Duration in Months (for contracts and temporary assignments):N/AJob Family:Academic Program Management# of Open Positions:1Faculty/Service - Department:Teacher Ed_B.A._DLS - ProgramsCampus:Main CampusUnion Affiliation:SSUODate Posted (YYYY/MM/DD):2026/10/29Applications must be received BEFORE (YYYY/MM/DD):2026/11/09Hours per week:35Salary Grade:SSUO Grade 07Salary Range:$62,027.00 - $78,349.00About the Faculty of EducationThe 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.Position PurposeReporting 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.In this job, 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:Post-secondary education in administration, or an acceptable combination of education and experienceMinimum of 3 years’ relevant experience in administrative coordinationDemonstrated experience in client serviceExperience working in a postsecondary institution or other complex organization is an assetSkills in the use all Microsoft Office softwareSkills in the use of web content management applications is an assetStrong organizational abilities and consistent attention to detail in a fast-paced environmentAbility to produce high quality work in an environment with multiple strict deadlinesStrong interpersonal and communication skillsDemonstrated success working in a team settingAbility to occasionally work outside of normal office hoursAbility to occasionally travel outside of the regionBilingualism – French and English (spoken and written)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 [e-mail] 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.