Senior Officer, Administrative Support

Senior Officer, Administrative Support University of Ottawa About Research Management Services The Research Management Services (RMS) supports researchers throughout the entire research lifecycle, from securing funding to managing projects and evaluating performance. The team provides pre‑ and post‑award support, negotiates research contracts, ensures compliance, and manages internal funding opportunities. It also leads strategic initiatives such as Knowledge Mobilization, oversees the Research Chairs Programs, and administers the eAwards system. By offering expert advice and data‑driven insights, RMS plays a key role in strengthening research capacity and fostering excellence across the institution. Position Purpose Reporting to the Assistant Vice‑President, Research Services, the Senior Officer, Administrative Support plans and coordinates activities related to the administration of financial, human, physical and material resources of the sector in order to provide support and advice to managers and to ensure that policies and procedures are well understood and properly implemented. In this role, your responsibilities will include: Provides administrative support through proactive calendar and email management, meeting coordination (scheduling, agendas, logistics, minutes), and oversight of departmental communications to ensure priorities are addressed efficiently. Monitors all generic inbox inquiries to determine the nature and urgency of the inquiry, seeks clarification when needed to ensure the delivery of high‑quality services and to provide an accurate response in a timely manner. Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of senior management. Creates and maintains templates for outbound official communication from Research Management Services, in compliance with uOttawa’s regulations and with a view to protect the service’s image. Attends meetings to take notes and prepare minutes to follow up on decisions made. Prepares presentations, brochures, publications and other related documents to support the Assistant Vice‑President, Research Services. Prepares requests for approval by senior management and committees. Coordinates the ongoing financial transactions and all activities and processes related to the administration of internally and/or externally funded budgets of the sector to maintain financial integrity and transparency and to ensure compliance with established policies. Performs all research and analysis necessary to provide recommendations to managers and/or researchers on the effective preparation of budgets, budget projections and shortfalls to maximize revenue and contain expenditure. Prepares requests for remuneration, and required documentation for the generation of contracts, and administers remuneration for casual and term employees to ensure compliance with established policies and to minimize the possibility of a negative impact on the affected employee, such as an interruption in pay. Verifies payroll reports for accuracy and liaises with Payroll Services to reconcile any inconsistencies. Acts as resource person for the sector with regards to inquiries related to classification, staffing, total compensation, and leave and performance evaluation to interpret collective agreements and policies, explain procedures, and facilitate processes. Shares management tools to strengthen employee engagement within the sector with the objective of maximizing productivity and minimizing turnover. May act as 2nd level approver for leave requests to ensure compliance with current policies. Coordinates the process for the Work Study program (from posting to cost recovery) to support operational needs of the sector. Manages physical resources to ensure the most efficient use of space for the sector. Receives, analyzes and treats new requests, coordinates room setup and signage, and ensures that accessibility standards are met at all times. Maintains accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records. Acts as Health and Safety representative for the sector, to ensure proper communication of health and safety‑related policies and practices and monitor compliance to minimize risk to students and staff. Acts as resource person for the sector with regards to inquiries on procurement policies, procedures and suppliers to ensure proper interpretation and compliance. Manages material resources of the sector to ensure that there is equipment available to meet operational needs. Purchases goods and services, and creates services contracts, on purchase order or on credit card, in compliance with all relevant policies. Prepares various moderately complex reports, on a scheduled as well as ad‑hoc basis, on financial transactions, accounts, payroll, budget projections and human resources‑related data for the sector to provide recommendations to managers and to support long‑term resources planning. What You Will Bring Advanced knowledge of administration, accounting, financial and human resources principles normally acquired through postsecondary studies in a related discipline or an equivalent combination of education and work experience. Minimum 3 years of demonstrated experience in a similar role. Knowledge of computer systems and software including financial systems, spreadsheets, databases, Internet and e‑mail. Experience in interpreting, explaining and applying policies and regulations. Experience working in a unionised environment and in interpreting collective agreements. Experience in preparing reports. Ability to produce high quality work under pressure while meeting strict deadlines. Strong interpersonal and communication skills. Strong organisational skills. High level of discretion. Bilingualism – French and English (spoken and written). Seniority Level Associate Employment Type Full‑time Job Function Administrative Industry Higher Education #J-18808-Ljbffr