Adjointe Administrative, Adjoint Administratif - Ottawa, Canada - University of Ottawa

University of Ottawa

Verified Company

Ottawa, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Type:
Employee

Duration in Months (for fixed-term jobs):
N/A

Job Family:
Administrative Support

of Open Positions:
1

Faculty/Service - Department:
Operations

Campus:
Hamelin Hall

Union Affiliation:

SSUO

Date Posted:
November 23, 2023

Closing Date:
December 04, 2023

Note:
Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week:
35

Salary Grade:

SSUO Grade 06

Salary Range:
$50, $63,967.00

Position purpose:

Reporting to the Supervisor, Academic Program Management, the incumbent serves as a point of contact as well as a continuous source of communication for students, partners, and language teachers.

Provides support to the overall operational functioning of the Centre for Language Learning (CLL), by coordinating various academic and administrative activities essential to program operations to ensure the attainment of student registration and retention quotas, and the efficient delivery of courses.

In this role, your responsibilities will include:
Provides quick and courteous service to inform and advise students in person, by phone, and in writing about various aspects of program delivery and educational support services at the Centre for Language Learning. Analyses and addresses general student requests based on an understanding of processes, policies and program requirements. Performs the necessary investigations to direct students to sources both within the Centre for Language Learning and the University of Ottawa to ensure student recruitment and retention.
Supports program administration by updating student files, registering students into programs, enrolling students into courses, sending students admission and other key documents, and sending administrative lists to internal and external recipients. Manages documents from students and sponsoring agencies. Assists the Operations Coordinator with course scheduling and classroom logistics. Delivers information campaigns for new and returning students to ensure efficient integration of students into the University of Ottawa.
Ensures the proper operation and supply of office equipment and program resources by facilitating repair and supply requests, and acts as the contact person for maintaining the availability and efficiency of office resources. Assists in organizing events by booking rooms and placing orders while ensuring that supplies, handouts, multimedia equipment and refreshments are prepared and available. Attends meetings, and takes and distributes minutes. Maintains a manual of policies, procedures, and processes used by all employees at the Centre for Language Learning. Consults with staff to make updates. Stores this manual for easy access by other staff in order to ensure the standardization of services.
What you will bring:
Knowledge of administration principles normally acquired through a postsecondary education or equivalent experience;
A minimum of 2 years' experience in an office setting;
Experience researching and analyzing data as well as creating administrative and statistical reports.
Experience in education, in particular with new Canadians and international students and clients with limited language ability in English or French;
Knowledge of administrative procedures at the University of Ottawa would be an asset;
Experience working in an environment with access to confidential information and protecting such information;
Knowledge of and respect for cultures around the world;
Tact and diplomacy, combined with the ability to work productively and cordially with students, teachers and clients;
Customer service orientation;
Ability to work independently and efficiently;
Ability to prioritize and coordinate multiple demands and to multitask in order to ensure prompt service and meet firm deadlines;
Bilingualism (spoken and written). Fluency in a third language would be an asset.

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.

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