Administrative Assistant - Ottawa, Canada - University of Ottawa
Description
Follow us onJob Type:
Employee
Duration in Months (for fixed-term jobs):12
Job Family:
Administrative Support
of Open Positions:
1
Faculty/Service - Department:
University of Ottawa Press
Campus:
Main Campus
Union Affiliation:
SSUO
Date Posted:
March 11, 2024
Closing Date:
March 22, 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 06
Salary Range:
$50, $63,967.00
Position Purpose
Assists with and performs a variety of tasks to support the administrative operations of a department, specific program or event, while ensuring compliance with applicable policies and procedures.
- Administrative Tasks: Performs a variety of administrative tasks to support the operations of the department/program/event, such as entering and updating data, drafting and preparing a variety of documents, and managing schedules and mail, in keeping with uOttawa quality standards.
- Meeting Organization: Provides administrative support for organizing and coordinating meetings and events to ensure they run smoothly. For this purpose, reserves meeting rooms, makes any necessary catering arrangements, and prepares meeting agendas and any other documents.
- Purchasing and
Inventory Control:
Makes decentralized purchases of goods and services for the department/program/event, on purchase order or on credit card, in compliance with all relevant policies.
Controls an inventory of various supplies, tracks the demand and replenishes stock to meet the needs of internal clients.- Reporting: Provides various simple reports, on a scheduled or adhoc basis, on activities of the department/program/event to support ongoing operations and strategic planning.
- Records Management: Implements and maintains an effective filing and records management system to preserve confidentiality of the records and ensure that complete and accurate documentation is available for future reference or audit purposes. Maintains accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records.
- Documentation: Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent's responsibilities.
- Coordination of
Junior Workers:
As needed, delegates tasks to more junior resources, mainly students hired as part of the Work-Study Program (WSP), and ensures that tasks are completed according to the stated norms and instructions.
Knowledge, experience and skills- Postsecondary education in administration and office technology, or an equivalent combination of education and work experience
- Minimum two (2) years of demonstrated experience in a similar role
- Excellent communication, interpersonal and customer service skills
- Experience in bilingual administrative writing
- Experience producing reports
- Ability to produce high quality work under pressure while meeting strict deadlines
- Initiative, selfreliance and good judgment
- Strong organizational skills
- Bilingualism
- English and French (spoken and written)
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 click
here
to find out more.
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 12- 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.
More jobs from University of Ottawa
-
APTPUO - PT - HSS2781C - Automne 2024
Ottawa, Canada - 1 week ago
-
Fall 2024-Clinical-NSG5370-Advanced Health Assessment
Ottawa, Canada - 1 week ago
-
aptpuo - psy4391e - winter 2025
Ottawa, Canada - 5 days ago
-
Replacement Professor
Ottawa, Canada - 1 week ago
-
APTPUO-ÉTÉ-AUTOMNE-HIVER-Enseignement aux élèves atteints de surdicécité
Ottawa, Canada - 5 days ago
-
Replacement Professor
Ottawa, Canada - 1 week ago