Intermediate Administrative Assistant, Academic Administration - Ottawa, Canada - University of Ottawa

    University of Ottawa
    University of Ottawa Ottawa, Canada

    4 weeks ago

    Default job background
    Full time
    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:

    Department of Mathematics and Statistics, Faculty of Science

    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 Science:

    Welcome to the Faculty of Science, a great place to learn, to explore, to question, to discover — opening your mind and pushing boundaries. It's an exciting time to be part of a rewarding career in life sciences, natural sciences and mathematics. You will have access to world-class facilities, including our Science, Technology, Engineering and Mathematics (STEM) Complex, our extensive Biosciences Complex and our cutting-edge Advanced Research Complex, that are the envy of many universities. We have strong links with a multitude of government and private research centres, providing countless opportunities and experiences.

    We have become a true centre of excellence, earning recognition across Canada and abroad for our prowess in teaching and in our laboratories, where our researchers are addressing some of the most important and relevant scientific questions of our time. Our past is a testimonial to our passion, so will be our future. Will you be part of it?

    Position Purpose
    Reporting to the Chair – Department of Mathematics and Statistics, 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:

  • 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.
  • Academic Operations: Performs a variety of tasks to support the department's academic operations. To this end, coordinates the management of course and exam schedules in order to avoid conflicts in joint programs. Coordinates and controls classroom allocation based on enrollment projections (such as enrollment limits), professor's needs and University regulations. Coordinates textbook orders so that they arrive on time and are sufficient in number.
  • Administrative Writing: Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of the chair. Attends management meetings to take notes and minutes to follow up on decisions. Prepares presentations, brochures, publications and other related documents from handwritten notes to support the chair.
  • Customer Service: Greets, informs and redirects internal and external clients on behalf of the chair. Receives and screens correspondence and phone calls intended for the chair, determines their relevance and urgency to ensure follow-up, and informs the chair as necessary. Acts as a resource person for internal and external clients for inquiries pertaining to faculty programs, procedures and regulations in order to ensure understanding.
  • 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. Coordinates document archiving. Maintains a reminder system for files requiring follow-up.

    • What you will bring:

  • 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.
  • 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).

    • #LI-Onsite

    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.