Job Summary
Reporting to the Manager of Operations, the Project Administrator will provide essential project management, coordination, communications, and administrative support to ensure continuity and success across key initiatives during the maternity leave term.
A primary responsibility will be to organize and support various components of OTP’s Culture of Excellence project, including monitoring project progress, identifying and addressing any issues or risks, and providing regular progress updates. This position is based in Ottawa, Ontario.
Key Responsibilities
Project Coordination
- Develop project plans, timelines, and schedules; manage key project resources as needed.
- Serve as primary point of contact for internal teams, project managers, and external partners; ensure timely and effective communication of project information.
- Foster collaborative relationships with stakeholders to support projects.
Monitoring, Reporting & Improvement
- Track project progress, milestones, and deliverables; provide regular reports to stakeholders.
- Contribute to project evaluations and lessons learned sessions; recommend and implement improvements to processes and outcomes.
- Identify risks, assist in developing mitigation strategies, and respond to issues as they arise.
Administrative & Information Management
- Manage and update relevant websites and membership lists (e.g., Sport Scientist Canada), ensuring accuracy and timely posting of information and resources.
- Manage and monitor contracts to ensure compliance, track milestones, and address any issues or adjustments as needed throughout the contract lifecycle
- Provide general administrative support to the performance sciences and innovation directorate and project teams.
- Maintain effective document management and control across projects.
- Lower-priority or highly specialized event support not related to ongoing key initiatives.
- Administrative tasks not impacting essential operations (e.g., general office tasks not tied to project/research or critical communications).
- Project improvement and lessons learned sessions not directly connected to current active projects.
Qualifications
Education
- Bachelor’s degree in a relevant field such as Business Administration, Project Management, Communications, Public Administration, Health Sciences, or a closely related discipline.
- Formal training in project management (such as PMP certification or equivalent) is an asset.
Skills and Experience
- 2+ years of professional experience in project administration, coordination, or a relevant support function.
- Strong organizational and multitasking abilities, with demonstrated experience managing multiple projects or initiatives.
- Ability to independently prioritize tasks, meet deadlines, and adapt to changing priorities.
- Excellent written and verbal communication skills; able to present and convey information clearly to a variety of stakeholders.
- Aptitude for fostering positive relationships while working with diverse internal and external partners (e.g. researchers, sport organizations, universities, administrators).
- Strong attention to detail and high level of accuracy in administrative duties.
- Experience with online collaboration tools (e.g. MS Office 365, SharePoint, Teams, Zoom).
- Previous experience updating content on organizational websites or document management systems considered an asset.
- Analytical skills for tracking, evaluating, and reporting on project progress.
- Experience working remotely and/or in a distributed team environment is highly beneficial.
Additional Assets
- Experience in sports, academic research, health, or non-profit organizational settings.
- Bilingualism (English/French) is an asset but not required.
Location:
- based in Ottawa, Ontario.