Program Officer

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

Job summary

University of Ottawa is seeking an administrative coordinator to support program delivery at the Main Campus—Student Affairs, Outreach Office. The role emphasizes operations, client service and event registration to ensure an excellent participant experience.

You will manage resources, coordinate cross-functional tasks, and generate reports for program planning. A commitment to accuracy, bilingual communication, and a collaborative teamwork approach is essential.

Qualifications

• Post-secondary education in administration, or an acceptable combination of education and experience.
• Minimum of 3 years’ relevant experience in administrative coordination.
• Bilingualism – French and English (spoken and written).
• Demonstrated experience in client service.
• Experience 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.

Responsibilities

• Program Operations: Performs operational functions related to ongoing program delivery, within budget and with accurate records of data and metrics.
• Client Service and Communications: Serves as liaison between program management and clients to ensure timely information sharing and service excellence.
• Activity and Event Registration: Manages registration for ongoing programs and events, with follow-up tasks.
• Resource Coordination: Maintains inventories and plans resource needs for program cycles.
• Reporting: Produces management reports to support planning and continuous improvement.

Skills

Bilingual FR/EN

Client service

Microsoft Office

Web content mgmt

Organizational skills

Travel readiness

Education

Post-secondary education in administration

Job description

Salary Grade: SSUO Grade 07

Salary Range: $62,027.00 - $78,349.00

Job Type: Employee

Hours per week: 35

Location: Main Campus – Student Affairs, Outreach Office

Union Affiliation: SSUO

# of Open Positions: 1

About Student Affairs

Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enrol for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events, we provide extensive recreation program opportunities and varsity sports activities, we run an innovative career development and experiential learning program and much more!

There’s nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we’re sure that you’ll enjoy the experience as much as our students do.

Position purpose

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.

Responsibilities

• 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 experience
• Minimum of 3 years’ relevant experience in administrative coordination
• Bilingualism – French and English (spoken and written)
• Demonstrated experience in client service
• Experience working in a postsecondary institution or other complex organization is an asset
• Skills in the use 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

Key Competencies 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.

Diversity and Inclusion

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.

Union Position Note

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.

Language Proficiency Requirement

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.

COVID-19 Vaccination Policy

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.