CADTH Looking for Office Coordinator at Toronto, Ontario, Canada Full Time

Status: Full time, indefinite

Location: Toronto, Ontario

Closing date: October 31, 2023

Salary range: $ 50,000 to $63,000 per year

CADTH is Canada’s drug and health technology agency. We’re a not-for-profit organization headquartered in Ottawa, with a satellite office in Toronto. We’re funded by Canada’s federal, provincial, and territorial governments, with the exception of Quebec, to provide independent information and advice to the country’s publicly funded health care systems. Health administrators and policy experts rely on CADTH to inform their decisions about the funding and appropriate use of the drugs, devices, and services used to prevent, diagnose, and treat medical conditions.

Most CADTH employees participate in a hybrid workspace arrangement that allows for flexibility and enhanced work-life balance. CADTH believes in the positive impact of in-person collaboration and the importance of team building. CADTH gives preference to qualified candidates who live near its offices and can participate in a hybrid arrangement. Those applying to CADTH must be located in Ontario, except in exceptional circumstances where the employment is deemed remote.

Primary Focus

The Office Coordinator is responsible for greeting visitors in a knowledgeable and professional manner in our Toronto office. This position coordinates the procurement of office supplies, processing courier packages as well as incoming and outgoing mail, packages, and faxes. The Office Coordinator is knowledgeable in workplace Health and Safety and will serve as an active member of the Joint Health and Safety Committee. This position is also responsible for monitoring and responding to day-to-day facilities requests. The incumbent will be expected to work from the Toronto office from Mondays to Thursdays.

On any given day, the Office Coordinator will be responsible for:

Reception and administration

• greet all visitors in a professional manner and follow sign-in procedures in support of CADTH security
• prepare building security access cards, photo identification badges, and office keys
• retrieve, sort, and distribute all incoming mail and process outgoing mail, couriers, and faxes
• monitor admin shared inbox, track and maintain up-to-date records, and perform associated administrative duties to support scheduling and logistics of meetings and travel arrangements
• participate in Administration team meetings and provide support as needed
• order and maintain inventory of office supplies, packaging, and kitchen supplies
• support both logistically and administratively all Toronto onsite meetings and events which include set up and clean up.

Health and safety

• coordinate and assist in the delivery of the Property Management Fire Safety Program and First Aid Program
• identify any potential security risks or issues and provide recommendations to relevant areas and people as outlined in our Health and Safety Policy
• respond to Health and Safety concerns by taking corrective measures and reporting back to relevant areas and people as outlined in our Health and Safety Policy.

Facilities accountabilities

• first point of contact with Toronto-based employees on fulfilling day-to-day facility requests
• monitor and record all incoming requests, analyze and respond with appropriate action and in a timely manner
• coordinate meetings with various contractors and vendors to conduct work within CADTH premises and oversee any work completed in the office
• coordinate workstation/office setup for new employees, working in collaboration with IT and Hiring Manager
• provide detailed Facilities orientation to new hires
• coordinate a secure onsite shredding program and maintenance and repair of office equipment and furniture.

Is this the right role for you?

The Office Coordinator will likely have:

• completion of a related post-secondary education program (Business Administration, Office Administration, Facilities Management) coupled with a minimum of 3 years of related experience in a professional environment. A suitable combination of other education and experience may be considered in the absence of the above requirement
• current Standard First Aid certification or the ability to obtain within 3 months of employment
• ability to work at an intermediate-advanced level using MS Word, Outlook, Excel, PowerPoint, Teams, and Zoom
• excellent written and oral communication skills
• exceptional organizational skills to assist in identifying and executing both day-to-day activities and larger-scale initiatives
• strong attention to detail and ability to multitask
• self-starter with a positive and professional attitude
• a team player with the ability to work effectively and autonomously.

What will set you apart?

• experience using SharePoint and Microsoft Project
• current Joint Health and Safety Committee certification
• completion of a Facilities Management certification from an accredited institution
• fluency in French.

What’s in it for you?

At CADTH, you will find:

• a team-focused, supportive, and inclusive work environment
• a comprehensive Total Rewards package including health, dental, and wellness benefits; a defined benefit pension plan with Healthcare of Ontario Pension Plan (HOOPP); and a variety of leave options
• opportunities to work with and learn from highly specialized professionals
• personal growth through professional development opportunities, corporate training, and support for continuing education
• a friendly culture that supports community engagement
• the opportunity to make a difference for people in Canada and effect positive change.

To apply for this position, visit the Careers section of our website . Your résumé must clearly identify how your skills and experience relate to the requirements of this role. Applications for this opportunity may be used for future staffing vacancies. We thank you for your interest; however, only those candidates selected for further consideration will be contacted. Please visit our website regularly for new opportunities.

At CADTH, we actively celebrate, support, and flourish through our differences. Our employees are people with different strengths, experiences, and backgrounds, who share a passion for building the future of health care. We demonstrate a commitment to inclusion, diversity, equity, and accessibility through continuous development, modelling inclusive behaviours, and proactively managing bias. We highly encourage all qualified applicants to apply, including people of all places of origin and religions, persons with disabilities, neurodivergent individuals, Black, other racialized and Indigenous peoples, women, and persons of the 2SLGBTQ+ community. We also provide accommodation during all phases of the recruitment process. If you require any accommodation or have any questions, please contact careers@cadth.ca . We will work with you to meet your needs.

Please note that successful candidates will be required to complete a confidential pre-employment background check which includes criminal, employment, and educational verifications as a condition of employment.

Candidates must be legally eligible to work in Canada. CADTH regrets that it is unable to sponsor employment visas at this time.