Administrative Assistant - Ottawa, Canada - University of Ottawa

University of Ottawa

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Type:
Employee

Duration in Months (for fixed-term jobs):12

Job Family:
Administrative Support

of Open Positions:
1

Faculty/Service - Department:
Office of Risk Management

Campus:
Main Campus

Union Affiliation:

SSUO

Date Posted:
May 18, 2023

Closing Date:
May 29, 2023

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:

Reporting to the Manager, Insurance the assistant 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.

In this role, your responsibilities will include:

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.- Reporting: Provides various simple reports, on a scheduled or ad-hoc 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.

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
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.