Administrative Assistant, Research

Administrative Assistant, Research Join to apply for the Administrative Assistant, Research role at University of Ottawa. Job Type: Employee Duration: 18 months (fixed‑term) Hours per week: 35 Salary Grade: NR3 - 35 hrs Salary Range: $57,015.00 - $71,269.00 Campus: Main Campus Purpose UnborderED Knowledge / Savoirs sans frontières aims to widen, deepen, and institutionalize equitable access to education and research opportunities for people with lived experiences of forced migration in Canada. This position provides general administrative, operational, coordination, and technical support to the research partnership. Key Responsibilities Administrative, office management and front desk operations Develops, implements and maintains physical and electronic file management systems. Coordinates and arranges meetings, teleconferences and other research related events; takes and prepares minutes. Drafts and prepares routine correspondence. Carries out general office administration and clerical responsibilities such as photocopying, filing, ordering supplies, preparing mail‑outs, etc. Research related administrative duties Prepares and/or assists with the preparation, writing, translation (English and French), of key documents including ethics applications, project reports, manuscripts for publication, abstracts, scientific posters and presentations using word processing, spreadsheet, or presentation software. Assists with the clerical aspects of preparing grant applications, including management of CV’s, formatting documents according to funder requirements and preparing basic budgets. Tracks expenses such as participant reimbursement. Tracks research and other operational supplies; requesting or acquiring equipment or supplies necessary for the project. Interacting with research partners and participants Assists with research participant recruitment. Ensures consent forms are signed and filed. Schedules interviews, focus groups and research meetings. Receives and processes samples, information and/or data in accordance with defined research, data management and ethics protocols. Communication and liaison activities Manages and responds to project‑related email and project‑related information requests. Acts as a central contact person for partners, participants, research staff, and the general public. Assists with web site maintenance and other project communication vehicles (blogs, newsletters, social media, etc.). Assists with any other duties required by the research project or management of the research partnership. Requirements Undergraduate university or college diploma; completion of postsecondary training in administration, communications or data management preferred. Minimum of two years office administration or research experience. Co‑op, volunteer and/or part‑time work may be considered to fulfill this requirement. Excellent communication (oral and written) and highly refined interpersonal and customer service skills in both French and English. Other languages are an asset. Strong organizational, problem solving, and time management skills. Superior accuracy and attention to detail. Strong computer proficiency using MS Office applications (Word, Access, Excel, PowerPoint, Teams), Zoom, email, and electronic scheduling software. Ability to build harmonious working relationships with supervisor, partners, research participants, co‑workers, and to interact with the public. Understanding of ethical sensitivities of working with people with lived experience of forced migration, including cultural sensitivity, confidentiality and online data security. Preference will be given to applicants with lived experience of migration. Key Competencies 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 here 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. Seniority level Entry level Employment type Full‑time Job function Administrative Industries Higher Education #J-18808-Ljbffr