Intermediate Administrative Assistant

Job title:

Intermediate Administrative Assistant

Company

University of Ottawa

Job description

Follow us onJob Type: EmployeeDuration in Months (for fixed-term jobs): N/AJob Family: Administrative Support# of Open Positions: 1Faculty/Service – Department: Dean’s OfficeCampus: Desmarais HallUnion Affiliation: SSUODate Posted: février 27, 2025Applications must be received BEFORE: mars 10, 2025Hours per week: 35Salary Grade: SSUO Grade 07Salary Range: $56 626,00 – $71 528,00About the Telfer School of ManagementThe Telfer School of Management at the University of Ottawa is located in the heart of Ottawa and is the proud academic home of some 4,300 students,200 faculty members, over 100 staff members, and over 30,000 alumni.At Telfer, everything we do from teaching to research, to policy advice is firmly aligned with helping Canada reach its potential. We believe that better business practice means a better Canada and that a better Canada means a better world.Position Purpose
Provides comprehensive administrative support to ensure effective support of the various tasks performed within the Dean’s Office with a particular focus on data entry, administrative writing, file management and documentation, reporting and customer service.In this role, you will:Faculty database:

• Ensures that the School’s database accurately reflects the changes in faculty career progression so that the information might be used during annual reviews, course selection and for accreditation purposes. To that end, regularly updates faculty profiles and part-time professor profiles in the database.
• In collaboration with the Accreditation Manager, conducts online research for journal articles to ensure that the information in the database is coherent and accurate. To that end, consults with professors to help them understand what information is required and how it should be presented in their CV.
• Consults with the Webmaster and with the Research Office to add and/or update the professors’ information in order to accurately reflect the information on the School’s website.
• Consults with IT personnel to report irregularities with the database and recommends improvements to the user interface. Follows up as needed on any outstanding issues to ensure accuracy of the information in the database.

Administrative support:

• Drafts and revises documents and coordinates the translation of administrative correspondence. Attends management meetings to take notes and minutes.
• Performs analysis and research, and compiles data, statistics and other information to produce reports to further the chair’s discussions, decision making, special projects and activities.
• Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities.
• Assists with the various logistical preparations required to ensure the smooth progress of various meetings organized by the Dean’s office.
• Provides assistance to the team in the Dean’s office with various administrative functions during peak periods.

Faculty recruitment:

• Participates in the full spectrum of activities related to the recruitment process of full-time academic staff from responding to applicants, managing the file of the candidates, to organizing the logistics of their visit thereby ensuring that the recruitment process is efficient and professional.

What you will bring:

• Knowledge of administrative support functions and office techniques normally acquired through a postsecondary education in a relevant field.
• Minimum of 2 to 3 years of experience in an administrative support role, preferably in a university or public sector environment.
• Experience in using computer systems and software such as Windows, word processing, PowerPoint, spreadsheets, databases, e-mail and internet.
• Knowledge of administrative procedures of the University of Ottawa and the Telfer School of Management would be an asset.
• Experience in the coordination of meetings, and events.
• Ability to prioritize while meeting strict deadlines.
• Attention to detail and ability to monitor the quality of his or her own work.
• Excellent interpersonal skills and communication skills, both verbal and written.
• Customer service orientation.
• Ability to work in a team environment.
• Bilingualism – French and English (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.The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.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 to find out more.If this is a front-line position with responsibilities to interact with students, selected 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.

Expected salary

$56626 – 71528 per year

Location

Canada

Job date

Fri, 28 Feb 2025 02:29:23 GMT

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