Project and Administrative Specialist in Ottawa

This role requires a minimum of 40% on-site presence. Current mandate for this position is to be on-site Monday and Tuesday every week. Additional on-site work may be required based on business needs. On-site expectations are subject to change and may be adjusted on a temporary or permanent basis.

Canadian Blood Services is looking for a Regular full-time Project and Administrative Specialist to join our dynamic Enterprise Program Management Office team in ON-Ottawa-1800 Alta Vista. The Project and Administrative Specialist is a hybrid position combining project management support with divisional administrative coordination. The successful candidate will support internal project activities within the Finance & Corporate Services division/ePMO office while providing administrative assistance to the ePMO team.

Leveraging portfolio management tools and data insights, you will maintain project inventories, administer project tracking platforms, and analyze portfolio data to support accurate reporting and visibility of divisional and enterprise initiatives. You will update corporate tools such as Microsoft Planner, ClearPoint, SharePoint sites, etc., to ensure an accurate view of divisional and enterprise project activity is captured.

Drawing from your organizational skills, you will plan, coordinate and integrate activities of specific smaller projects and/or components of major, complex projects on behalf of the ePMO department. You will contribute to information gathering, reporting and analysis of related issues and provide project-related technical advice and support to the division. Harnessing your collaborative spirit, you will provide administrative and operational support to the PMO and where required the Finance & Corporate Services Division team.

You will coordinate travel arrangements, manage calendar scheduling and meeting coordination for Associate Directors, including preparing agendas, circulating materials, and capturing action items. Applying your event planning experience, you will partner with stakeholders to coordinate and execute internal meetings, town halls, and divisional events. Harnessing your interpersonal skills, you will collaborate with managers, leaders and stakeholders to build and foster relationships, all the while ensuring confidentiality. You may also participate in the development of training materials.

Desired education and skills:

• Post-secondary level education, preferably a university degree or college diploma in a related field.
• A minimum of three (3) years related experience in project management and/or administrative roles.
• Proven experience successfully interacting and building credibility with senior managers and stakeholders.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet competing deadlines in a fast-paced environment.
• Ability to analyse complex problems, interpret business needs and develop integrated, creative solutions.
• Proficiency in computer software including Word, Excel and PowerPoint is a must.
• Completed training in project management such as PRINCE2, PMP.

What we offer you:

• 4 weeks' vacation.
• Annual performance award up to 6%.
• Comprehensive group health, dental and vision benefits for you and your family.
• Employee discounts, wellness program, professional resources.

This role requires the individual to be onsite at 1800 Alta Vista Dr, Ottawa, Ontario, with mandatory days being Monday and Tuesday.

Diversity and inclusion play a vital role in ensuring health equity for patients across Canada. We are committed to reflecting Canada’s population in our organization and fostering an environment where all employees can be their authentic selves, with equal opportunities to succeed and contribute.

We thank all applicants for their interest. However, only those considered for an interview or those invited to participate in an assessment will be contacted. Applicants who require accommodation should discuss their needs with us.