Intermediate Administrative Assistant - Ottawa, Canada - University of Ottawa

University of Ottawa

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

The University of Ottawa—A crossroads of cultures and ideas

The University of Ottawa is home to a dynamic community of over 50,000 students, faculty and staff, who live, work and study in both French and English.

Our campus is a crossroad of cultures and ideas, where bold minds come together to inspire game-changing ideas.

We believe in the power of representation, and that increasing the diversity of our faculty and staff supports this objective.

Our goal is to provide students with the best possible learning experience, in an environment that reflects the diversity of its people, their ideas, and their identities.

We are one of Canada's top 10 research universities—our professors and researchers explore new approaches to today's challenges.

One of a handful of Canadian universities ranked among the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from across the globe.

Our employees come together around the shared purpose of constant improvement, personal development, service excellence, teamwork and a passion for learning with a desire to make uOttawa and the world a better place.

Everyone's contributions are valued, we all play a part in making uOttawa a world-class institution. Most importantly, we make it possible for you to achieve your full potential. Because at uOttawa, you belong

About the Faculty of Health Sciences

Make your mark with the Faculty of Health Sciences

Health matters to everyone and we are committed to becoming a nationally and internationally recognized leader in innovative approaches to active living, health promotion, and quality health services.

Our success lies in our students and our people.

Join us and every day you will have the opportunity to make a meaningful impact as we grow together and make a great faculty even better.

Position purpose:

Reporting to Dr.

Josephine Etowa, Director of CO-CREATH Lab (Collaborative Critical Research on Equity and Transformation in Health) and OHTN Research Chair in Black Women's HIV Prevention and Care, the incumbent has the primary responsibility for the execution of the basic investigative tasks of the research project(s) and contributing to the ongoing management, progress evaluation, and information dissemination relating to the project(s).

This is a one-year full-time contract.

The incumbent will provide support to the Director to ensure smooth office operations and support the implementation of activities and projects.

To this end, may be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, coordinate administrative processes, and coordinate events and assigned projects.

You will be working in collaboration with other team members, departments and across a network of academic, governmental and community stakeholders in Canada and internationally.

In this role, your responsibilities will include, among others:

Customer Service:
Greets, informs and redirects internal and external clients on behalf of the director.

Receives and screens correspondence for the director, determines their relevance and urgency to ensure follow-up, and informs or involves the director as necessary.

Schedule and Meeting Management:
Manages the director's calendar, and schedules and confirms meetings to optimize use of time. Coordinates meetings and committee meetings led by the director. Prepares and distributes any necessary documents and files, and follows up on decisions.

File Management:

Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit purposes.

Travel Arrangements:
Coordinates travel arrangements for the chair or director. Researches suppliers to obtain estimates and make the necessary reservations in compliance with uOttawa procedures and regulations.

Assembles the necessary documentation, follows up and collaborates with other uOttawa sectors to finalize the payment of invoices and the reimbursement of travel expenses.

What you will bring:

Postsecondary education in administration or an equivalent combination of education and work experience.

Minimum two years of demonstrated experience in a similar role; experience in an academic setting preferred.

Excellent communication, interpersonal and customer service skills.

Experience in bilingual administrative writing.

Ability to produce high quality work under pressure while meeting strict deadlines.

Initiative, autonomy and sound judgement.

Strong organisational, time management, coordination and facilitation skills.

Excellent proficiency in English (spoken and written); French is an asset.

Possibility for telework according to the University of Ottawa's telework policy (3 days on site and 2 days at home).

Key Competencies at uOttawa:

Here are the required competencies for all or our empl