Intermediate Administrative Assistant, Department Chair - Ottawa, Canada - University of Ottawa

Description

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

12

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Dean's Office

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

April 08, 2024

Closing Date:

April 19, 2024

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 07

Salary Range:

$55, $69,783.00About the Faculty of Education
The Faculty of Education, along with its commitment to the promotion, advancement and dissemination of knowledge in the field of education in general, is actively involved in teacher training. Located on the unceded ancestral lands of Algonquin peoples, the Faculty of Education is proud to promote equity, diversity, and inclusion. Moreover, according to the latest QS ranking, our faculty is ranked among the top 100 in the world, and fifth in Canada, for research.

Position Purpose:
Reporting to the Coordinator of the Dean's office, the incumbent provides administrative support to the faculty's departmental chair to ensure smooth office operations and support the implementation of activities and projects. Provides frontline client service and, in particular, greets internal and external clients, provides them with information and refers them to the appropriate person or service. Provides support for academic operations and for teaching staff recruitment activities while complying with the University's procedures and regulations.

In this role, your responsibilities will include:

Provide Customer Service: Greet, inform, and redirect internal and external clients on behalf of the chair.

Administrative Writing: Draft and revise documents using templates and coordinates the translation of administrative correspondence on behalf of the chair.

Schedule and Meeting Management: Manage the chair's calendar, and schedule and confirms meetings to optimize the use of time.

Recruitment of Teaching Staff: Coordinates logistics for hiring teaching staff, including posting jobs and selecting, interviewing and onboarding candidates in order to support the department's operational needs.

What you will bring:

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

Minimum two years of demonstrated experience in a similar role

Experience using computer systems and software such as Windows, word processing software, spreadsheets, databases, the internet and email

Excellent communication, interpersonal and customer service skills

Knowledge of the structures of uOttawa, the faculty and its programs of study, and the academic regulations is an asset

Experience interpreting, explaining and applying policies and regulations

Experience in bilingual administrative writing

Experience producing reports

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

Initiative, autonomy and sound judgement

Organizational skills

Bilingualism – English and French (spoken and written

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.