Information Officer - Ottawa, Canada - University of Ottawa

University of Ottawa

Verified Company

Ottawa, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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Job Type:Employee

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

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

PDI - Operations & Client Service

Campus:

Desmarais Hall

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 06

Salary Range:

$50, $63,967.00

About the Professional Development Institute:

The Professional Development Institute (PDI) of the University of Ottawa has been in the business of providing recognized career learning for over 40 years.

Tens of thousands of decision makers and professionals at all levels in the public service and the private sector benefit from courses, programs and events to advance their knowledge and expertise.

PDI's experienced instructors are content and industry experts in their field and are trained to meet the specific needs of adult learners.

Position Purpose:

Reporting to the Lead Coordinator, Business Operations, the incumbent provides frontline client service by greeting members of the University community and visitors, providing them with information and directing them to the appropriate person or service.

Performs administrative tasks in order to support the unit's operations.

In this role, your responsibilities will include:

Acts as resource person by informing the University community and the public of the unit's products, services, activities, schedules, rates, regulations and policies. Promotes offered services and products and recommends services and products that will best meet clients' needs, or directs requests to the right person or service. Handles requests and takes payments for products and services, such as event ticket sales, sports packages, parking passes and room rentals. Helps clients fill out administrative forms. Receives and reviews complaints about products, services or policies, updates accounts and provides follow-up in accordance with established procedures.
Performs administrative tasks in order to support unit operations, such as registering participants for activities, entering and updating data, writing and preparing administrative documents, reserving rooms, managing unit activity and event calendars, and handling mail.
Performs administrative tasks to support daytoday financial operations, such as entering data, issuing invoices, taking payments, doing bookkeeping and recordkeeping, and auditing and reconciling accounts, while complying with relevant policies and regulations. Arranges refunds, exchanges and cancellations. Identifies discrepancies and makes the appropriate corrections to maintain data integrity.
Performs regular and adhoc inspections of facilities, equipment and material under their responsibility, in order to ensure that they are safe and functioning at all times. Identifies any necessary repair and construction work to prevent accidents and avoid major repairs. Answers general questions about related policies and informs superiors of irregularities.
Establishes and maintains an effective filing and records management system to preserve record confidentiality and ensure that complete and accurate documentation is available for future reference or audit purposes.

What you will bring:

High school diploma; completion of post secondary training in office and administration preferred
Minimum two years of demonstrated experience in a similar role
Sales experience
Excellent communication, interpersonal and customer service skills
Discretion and ability to maintain confidentiality
Dependability
Sound judgment
Strong organizational skills
Ability to work under pressure

Bilingualism

English and French (oral 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 affilia