Administrative Assistant - Ottawa, Canada - EORLA / ALREO

EORLA / ALREO

Verified Company

Ottawa, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Overview
Provides administrative, coordination, and logistics support and services for the EORLA Microbiology & Virology departments.

The hiring range for this position is from $55,344.90/annually to $63,651.90/annually.

Responsibilities:

Office Administration

Photocopies, faxes and scans a range of documents and information.
Arranges for courier / mail services; distributes documents to outside agencies.
Prepares and distributes staffing schedules (oncall, rotation, vacation, teaching), codes and inputs time and attendance data.

Coordination and Planning

Acts as Program Administrator for the Microbiology Residency Program.
Coordinates arrangements for consults, committees (internal and external), meetings and other events scheduling, preparing and distributing invites, completing registration, booking rooms, organizing conference calls, arranging for equipment, catering, travel, and accommodation.
Coordinates, collects, assembles, uploads, and provides agendas and information packages reports, research, files and background materials.
Arranges interviews (recruitment, residency program, academic appointments); identifies, collects and files or distributes required documentation to support processes.
Responds to requests for information or materials from both internal and external stakeholders.
Attends meetings and takes and distributes minutes to participants.
Manages and coordinates calendars acceptance, prioritization, and updates.

Financial

Monitors office and specialized supply inventory.
Prepares requisitions and purchase orders.
Reviews and prepares or submits invoices for payments.
Enters data for budgets, provides variance updates, completes fund transfers.

Documentation and Reporting

Creates, or assists with creation, of forms and templates.
Maintains tracking systems for documents and deliverables both hard copy and electronic.
Maintains databases and filing systems including file set up, data entry, data validation and archiving.
Completes internet searches to identify and retrieve information, reports, publications, etc. to support research and other initiatives.

Communication and Interpersonal Skills

Provides firstpoint of contact and customer service to triage, provide service and information.
Interacts across a range of internal and external stakeholders with a focus on the provision of administrative and operational support and the exchange, collection, and dissemination of information.
Explains, clarifies, and exchanges process and procedural information.

Complexity and Problem Solving

Prioritizes workload where there are competing demands and unexpected deadlines.
Undertakes identification, consolidation and reporting on data ensures accuracy and validity of coding.
Provides ideas and suggestions to improve work processes and productivity.

Accountability and Decision Making

Responsible for determining sequencing of work priorities to meet expected deadlines.
Verifies accuracy of information prior to data input (e.g. time and attendance) and follows up where required.

Basic Requirements

Completion of a college diploma in office administration;
Minimum of 35 years of previous experience in an administrative support function;
Knowledge and experience with office administration practices including time management, document management, scheduling, minutes/transcription, financial support and customer service;
Knowledge and experience with office hardware (computers, photocopiers, scanners);
Well organized with proven time management skills and multitasking ability;
Demonstrated minute taking experience;
Proficient in Microsoft Office 365 Applications (Word, Excel, PowerPoint, Outlook, Teams);
Excellent communication and interpersonal skills;
Sound problem solving and conflict resolution skills.

As a pre-condition of employment, all new EORLA employees will be required to obtain and provide a satisfactory Criminal Records Check dated within six (6) months from the date of issue.

Mandatory Vaccination Policy*Per EORLA's COVID19 Vaccination Policy, if you are successful in the selection process, an offer of employment is conditional upon presentation of government issued documentation confirming that you have been fully vaccinated with a vaccine that has been approved in Canada. Any individual who cannot be vaccinated on medical grounds or other grounds recognized by the Human Rights Code can request an accommodation.

Please note that with respect to the COVID-19 pandemic, the Ontario Human Rights Commission's (OHRC) position has been that a singular belief or personal preference against vaccinations and/or masks is not protected on the ground of creed under the? Code.

Rotation/Shifts
Days, 8 hour shifts. For information purposes only - EORLA reserves the right to change.
Preferred Qualifications