The University of Ottawa Heart Institute does not use artificial intelligence (AI) in its recruitment process. All hiring decisions are made through human review and evaluation.
Job summary
The Administrative Coordinator plays a key role in supporting the Planning, Capital Projects and Facilitates team by ensuring smooth daily operations, maintaining key administrative and technical processes, and providing reliable organizational and financial support. This position works closely with the Director, Project Manager, Facilities Coordinator, and internal partners to help deliver efficient facilities services across the institute.
Key responsibilities
Planning and facilities support
- Process ID Badge requests using internal systems; update access levels, manage application data, and troubleshoot user or technical issues.
- Maintain database for badge readers, lockers, keys, and signage; work with the Security Department to resolve access issues and coordinate locker or lock removals.
- Coordinate signage requests, including updates and translation workflows.
Financial administration
- Prepare purchase requisitions and obtain purchase orders through Oracle iProcurement.
- Scan, file, and track financial documentation according to project requirements.
- Assist with monthly reconciliations of Construction / Renovations in Progress (CIP) and Plant Maintenance accounts.
- Report any potential budget or financial issues to the Director promptly.
Administrative and operational support
- Serve as primary point of contact for the Planning & Capital Projects - Facilities office; obtain direction and information from Director and/or Project Manager to respond to inquiries.
- Coordinate meetings—book conference rooms, prepare agendas and packages, take minutes and attend meetings as required.
- Support event logistics, conference calls, and special project activities.
- Prepare reports, dashboards, trackers, presentations, and other documentations.
- Assist with general reception duties, telephone inquiries, scheduling, and office coordination.
Required qualifications
- Degree or Diploma in Office Administration, Business Administration, Facilities Management, Project Management or a related field.
- Minimum 5 years of experience in office administration.
- Advanced proficiency with Microsoft Office Suite.
- Strong verbal and written communication skills.
- Demonstrated initiative, sound judgment, and multitasking abilities.
- Strong organizational and time management skills.
- Ability to work independently and collaboratively within a team environment.
Preferred qualifications
- Experience in a hospital or healthcare setting.
- Familiarity with construction or facility management terminology.
- Knowledge of Adobe Illustrator and/or Oracle iProcurement.
- Bilingualism (English/French).
Working conditions
- Ability to work on site full time.
- Work is performed in a fast-paced environment with frequent interaction with staff, contractors, and internal partners.
- Must comply with all organizational health and safety protocols, including infection-prevention requirements relevant to a healthcare environment.
- Occasional access to construction or facilities areas may be required, following safety guidelines.
To apply
Please email your cover letter and CV in PDF format to jobpostings@ottawaheart.ca.
Include the competition number in the email subject line and clearly state the position you are applying for. Applications missing the competition number may be delayed in processing.
File names:
- Lastname_Firstname_CoverLetter.pdf
- Lastname_Firstname_CV.pdf
Applications from Indigenous persons, members of racialized minorities, persons with disabilities, women, members of the LGBTQ+ community, as well as from all qualified candidates with the skills and knowledge to productively engage with equitable, diverse and inclusive communities are strongly encouraged.
According to government policy, all qualified candidates are invited to apply; however, preference will be given to Canadians and permanent residents. When submitting your application, please indicate if you are legally entitled to work in Canada.
The University of Ottawa Heart Institute is committed to ensuring barrier-free selection processes and work environments. Accommodations will be provided in all parts of the hiring process relating to any specialty requirements. Please notify us of any accommodations that you require – any information you provide will be handled respectfully and in complete confidence.
The successful candidate will be required, prior to the start of employment, to complete mandatory organizational training available online, and provide the following: an official piece of photo identification and a satisfactory Criminal Record Check and proof of COVID-19 vaccine.