Administrative Assistant - Ottawa, Canada - University of Ottawa

    University of Ottawa
    University of Ottawa Ottawa, Canada

    1 month ago

    Default job background
    Full time
    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:

    CPSR Operations

    Campus:

    Social Sciences Building

    Union Affiliation:

    SSUO

    Date Posted:

    avril 08, 2024

    Closing Date:

    avril 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:

    $50 642,00 - $63 967,00About the faculty/service: Faculty of Social Sciences
    The FSS comprises nine departments, schools and institutes, which offer undergraduate, masters and doctoral programs in both English and French. With its 10,000 students, 260 full-time professors, and wide array of programs and research centres, the Faculty of Social Sciences plays a key role at the heart of the University of Ottawa. Its graduate students are supervised by excellent researchers and undertake cutting-edge research in the Faculty's masters and Ph.D. programs. Along with its complement of about 100 administrative employees, the faculty is proud to provide a collaborative working environment that inspires new ideas, encourages creative ingenuity, and promotes excellence.

    Position purpose:

    Under the supervision of the Associate-Supervisor, Business Operations of the Centre for Psychological Services and Research (CPSR), provides administrative support to students, professors, supervisors and directors in managing the financial and physical resources of the CPSR. Manages client files and ensures compliance with professional ethics by maintaining the confidentiality of internal and external client service requests and clinical files.

    In this role, your main responsibilities will include:

  • Physical resources: Controls and maintains an inventory of clinical materials, communication and multimedia systems and CPSR facilities.
  • Psychological tests and clinical materials: Manages the inventory of tests, manuals and all psychological materials used by interns and trainees during clinical internships.
  • Administrative writing: Prepares forms, correspondence and all other documents related to CPSR activities.
  • Administrative support: Performs various administrative tasks related to the coordination of the CPSR.
  • Reception: Replaces the receptionist (as needed) by greeting clients/patients, collecting confidential client information as well as payment and issuing receipts, in accordance with the procedures and policies of the CPSR.
  • Purchasing and inventory control: Carries out decentralized purchasing of goods for the sector, in accordance with all relevant policies. Controls the inventory of various supplies.
  • Preparation of invoices: Prepares and reviews invoices and reimbursements paid by the CPSR budget. Administers the sector's petty cash.

    • What you will bring:

  • Knowledge of administrative principles, normally acquired through post-secondary education or equivalent experience
  • Experience interpreting, explaining and applying policies and regulations
  • Excellent interpersonal and communication skills
  • Experience in bilingual administrative writing
  • Experience in customer service
  • Experience working in an environment requiring the exchange and protection of highly confidential information.
  • Knowledge of computer systems and software, including spreadsheets, databases, financial systems, Internet and e-mail.
  • Ability to produce high-quality work, while respecting strict deadlines
  • Knowledge of accounting principles

    • Bilingualism: French and English (spoken and written); to be considered for this position, candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

    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.