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

University of Ottawa
University of Ottawa
Verified Company
Ottawa, Canada

4 weeks ago

Sophia Lee

Posted by:

Sophia Lee

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Description

Job Type:
Employee

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


Job Family:
Administrative Support


of Open Positions:
1


Faculty/Service - Department:
Administration, Department of Mathematics and Statistics


Campus:
Main Campus


Union Affiliation:

SSUO

Date Posted:
July 20, 2023


Closing Date:
July 31, 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 07


Salary Range:
$55, $69,783.00


About 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 Lead Officer, Administrative Support, 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:

  • 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 followup, 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 followup.

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


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 nee
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