Senior Coordinator, Supply Chain Operations

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Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enrol for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events, we provide extensive recreation program opportunities and varsity sports activities, we run an innovative career development and experiential learning program and much more!

There’s nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we’re sure that you’ll enjoy the experience as much as our students do.

Position Purpose:

The Senior Coordinator, Supply Chain Operations oversees end-to-end operational oversight and advanced administrative support across the request-to-payment lifecycle, including procurement planning coordination, intake review, vendor administration, invoice and expense oversight, and issue resolution. The role supports faculty operational sustainability by aligning procurement and financial processes with broader academic and research priorities.

The role acts as a partner within the faculty, working closely with Directors, Managers, and Researchers, and coordinating with central Finance teams, including Purchasing, Accounts Payable, and suppliers. The incumbent proactively reviews the unit procurement needs, collects and consolidates demand, and supports planning to align sourcing approaches with faculty priorities and budgets. This partnership also contributes to broader procurement efficiencies across the University.

In this role, your responsibilities will include:

• Coordinate operational and procurement planning activities for new and regular members by consolidating inputs, maintaining planning tools, aligning demand with timelines, and guiding users on established processes, working in alignment with the Procurement services. Is responsible to onboard new faculty or service members, providing structured training and coordinating procurement and logistics requirements within established procedures and escalation protocols.
• Monitor, analyse, reconcile and explain variances procurement commitments against budgets to managers and department lead, and escalate financial risks for review.
• Coordinate service contract, amendment, and change order requests by validating documentation in compliance with the university policies and independently organizing and prioritizing incoming solicitations from clients based on urgency, financial exposure, compliance considerations, and workload demands.
• Act as a first point of contact for suppliers to explain procedures, documentation requirements, and next steps, while maintaining accurate records. Analyze spending by category and vendor for the business units service agreements and provide recommendations, such as spend consolidation opportunities, vendor performance issues, or process inefficiencies, to the Purchasing Specialists and Finance sectors.
• Prepare, review and validate requisitions, and administrative records in the financial system, ensuring compliant documentation, and data integrity.
• Coordinate supplier and payee profile creation and onboarding, following up on missing information, and tracking approval status in collaboration with internal stakeholders.
• Support the tracking of operational assets and equipment by maintaining records, assisting with lifecycle planning, and coordinating replacement or maintenance requests in alignment with contracts, operational needs and budget planning.
• Oversee the receipt of goods and services against contractual and purchase terms, review and enter supplier invoices, and assist with discrepancy resolution and exception approvals to facilitate timely and accurate payments.
• Administer PCard expenses and reimbursement requests by creating claims, reviewing supporting documentation, validating compliance, and submitting records for approval in accordance with established procedures.
• Document and track operational issues, prepare payment and status reports, maintain audit-ready records, and contribute to the development of internal procedures and continuous improvement of business operations and request-to-payment processes. Act as the first point of contact for routine status inquiries from requestors by performing initial triage of incoming requests.

What You Will Bring:

• College diploma in administration, business, finance, accounting, or an equivalent combination of education and experience.
• Minimum 3 years of experience in an administrative or operations support role.
• Bilingualism: French and English (spoken and written), to be considered for this position, candidates must be rated at the Low Advanced proficiencylevel or higher for both oral comprehension and reading comprehension in their second official language. The rating is determinedby a proficiencytest designed by the Official Languages and Bilingualism Institute.
• Experience working with financial or ERP systems (such as, Workday), Microsoft 365, and document management tools.
• Ability to interpret and apply operational, financial, and administrative policies and procedures.
• Strong written and verbal communication skills.
• Ability to manage competing priorities and deadlines

Key Competencies at uOttawa:

Here are the required competencies for all or our employees at uOttawa:

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.

Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.

Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.

Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [email protected] communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 - Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.