Intermediate Administrative Assistant, Dean's Office

1 week ago

Ottawa, Canada University of Ottawa Full time

**Follow us on **LinkedIn**

**Job Type**:
Employee

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

**Job Family**:
Administrative Support

**# of Open Positions**:
1

**Faculty/Service - Department**:
Dean's Office

**Campus**:
Main Campus

**Union Affiliation**:
SSUO

**Date Posted**:
March 14, 2024

**Closing Date**:
March 25, 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 07

**Salary Range**:
$55,245.00 - $69,783.00

About the Faculty of Education:
The Faculty of Education, along with its commitment to the promotion, advancement and dissemination of knowledge in the field of education in general, is actively involved in teacher training. Located on the unceded ancestral lands of Algonquin peoples, the Faculty of Education is proud to promote equity, diversity, and inclusion. Moreover, according to the latest QS ranking, our faculty is ranked among the top 100 in the world, and fifth in Canada, for research.

**Position Purpose**:
Reporting to the Intermediate Specialist, Academic Human Resources, 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.

**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 follow-up, 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.

**In this role, your responsibilities will include**:

- ** 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 follow-up, 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.
- ** 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.
- ** Schedule and Meeting Management**:Manages the chair’s calendar, and schedules and confirms meetings to optimize use of time. Organizes and coordinates meetings and committee meetings led by the chair and any other assigned meetings to ensure these meetings run smoothly. To this end, maintains updated lists of members, and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files, and follows up on decisions.
- ** 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.

**What you will bring**:

- Postsecondary education in administration and office technology or an equivalent combination of education and work experience
- Minimum two 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)

**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 pro

  • Administrative Assistant to The Dean, Faculty of

    3 days ago

    Ottawa, Canada Algonquin College Full time

    Department: Faculty of Arts, Media and Design (Heather Ryall) Position Type: Full-Time Support Salary Range: $30.00-$34.77-Hourly Scheduled Weekly Hours: 36.25 Anticipated Start Date: July 02, 2024 Length of Contract: N/A Posting Information Support Staff employees, as defined by the full-time Support Staff Collective Agreement, will be given first...

  • Administrative Assistant, Dean's Office Support

    1 month ago

    Ottawa, Canada Carleton University Full time

    **Duties and Responsibilities**: Working under the guidance of the Manager, Academic Support Operations and under the general direction of the Dean, the Administrative Assistant, Dean’s Office Support performs a variety of administrative duties within the Office of the Dean to ensure its smooth operation. The incumbent supports data gathering and...

  • Intermediate Administrative Assistant, Dean's Office

    2 weeks ago

    Ottawa, Canada University of Ottawa Full time

    Follow us on LinkedIn **Job Type**: Employee Duration in Months (for fixed-term jobs): N/A Job Family: Administrative Support of Open Positions: 1 Faculty/Service - Department: Dean's Office Campus: Main Campus Union Affiliation: SSUO Date Posted: March 14, 2024 Closing Date: March 25, 2024 Note: Applications will be accepted until 11:59 PM on...

  • Intermediate Administrative Assistant

    2 months ago

    Ottawa, Canada University of Ottawa Full time

    The University of Ottawa—A crossroads of cultures and ideas The University of Ottawa is home to a dynamic community of over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroad of cultures and ideas, where bold minds come together to inspire game-changing ideas. We believe in the power of...

  • Intermediate Specialist, Dean's Office

    2 months ago

    Ottawa, Canada University of Ottawa Full time

    Job Type: Employee Duration in Months (for fixed-term jobs): N/A Job Family: Business Operations of Open Positions: 1 Faculty/Service - Department: Faculty of Law - Common Law Section Campus: Main Campus Union Affiliation: SSUO Date Posted: May 25, 2023 Closing Date: June 05, 2023 Note: Applications will be accepted until 11:59 PM on the day prior...

  • Administrative Assistant to The Dean

    2 weeks ago

    Ottawa, Canada Algonquin College Full time

    Department: School of Health Studies (Erin Stitt-Cavanagh) Position Type: Full-Time Support Salary Range: $28.56-$33.11-Hourly Scheduled Weekly Hours: 36.25 Anticipated Start Date: June 26, 2023 Length of Contract: n/a Posting Information Support Staff employees, as defined by the full-time Support Staff Collective Agreement, will be given first...

  • Administrative Assistant to the Dean, Faculty of Arts Media and Design

    4 weeks ago

    Ottawa, Canada Algonquin College Full time

    Please Note: If you are a current Algonquin College employee, apply to this job via the Workday application.Department:Faculty of Arts, Media and Design (Heather Ryall)Position Type:Full-Time SupportSalary Range:$30.00-$34.77-HourlyScheduled Weekly Hours:36.25Anticipated Start Date:July 02, 2024Length of Contract:N/APosting InformationSupport Staff...

  • Full-time Administrative Assistant to The Dean

    2 weeks ago

    Ottawa, Canada Algonquin College Full time

    Department: School of Business and Hospitality (Julie Beauchamp) Position Type: Full-Time Support Salary Range: $28.56-$33.11-Hourly Scheduled Weekly Hours: 36.25 Anticipated Start Date: October 16, 2023 Length of Contract: N/A Posting Information Support Staff employees, as defined by the full-time Support Staff Collective Agreement, will be given...

  • Associate-supervisor, Dean's Office

    1 week ago

    Ottawa, Canada University of Ottawa Full time

    The University of Ottawa—A crossroads of cultures and ideas The University of Ottawa is home to a dynamic community of over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroad of cultures and ideas, where bold minds come together to inspire game-changing ideas. We believe in the power of...

  • Intermediate Administrative Assistant, Department

    2 weeks ago

    Ottawa, Canada University of Ottawa Full time

    **Follow us on **LinkedIn** **Job Type**: Employee **Duration in Months** **(for fixed-term jobs): 12 **Job Family**: Administrative Support **# of Open Positions**: 1 **Faculty/Service - Department**: Dean's Office **Campus**: Main Campus **Union Affiliation**: SSUO **Date Posted**: April 08, 2024 **Closing Date**: April 19, 2024 **Note**:...

  • Office Administrator

    2 weeks ago

    Ottawa, Canada S&R Mechanical Full time

    **S&R Mechanical **specializes in mechanical heating and plumbing in institutional, industrial, commercial and residential sectors. S&R Mechanical is built around a dynamic team of employees who respect and value one another. We are committed to be innovative industry leaders who are focused on providing solutions with everyone we partner with. We celebrate...

  • Administrative Assistant

    2 weeks ago

    Ottawa, Canada Carleton University Full time

    **Duties and Responsibilities**: Working under the guidance of the Manager, Academic Support Operations and under the general direction of the Dean, the Administrative Assistant performs a variety of administrative duties within the Office of the Dean to ensure its smooth operation. This requires accuracy in general administration and communication matters,...

  • Real Estate Administrative Assistant

    6 days ago

    Ottawa, Canada Real Estate Administrative Assistant Full time

    **Salary**: $45,000.00-$57,000.00 per year **Benefits**: - Paid time off Flexible Language Requirement: - French not required Schedule: - Monday to Friday Supplemental pay types: - Bonus pay - Overtime pay Ability to commute/relocate: - Ottawa, ON K1Y 0Z7: reliably commute or plan to relocate before starting work (required) **Education**: -...

  • Intermediate Officer, Academic Administration

    7 days ago

    Ottawa, Canada University of Ottawa Full time

    **Follow us on **LinkedIn** **Job Type**: Employee **Duration in Months** **(for fixed-term jobs): 22 **Job Family**: Academic Administration **# of Open Positions**: 1 **Faculty/Service - Department**: **Campus**: Main Campus **Union Affiliation**: SSUO **Date Posted**: mars 18, 2024 **Closing Date**: mars 29, 2024 **Note**: Applications will be...

  • Assistant Dean, Research

    2 months ago

    Ottawa, Canada University of Ottawa Full time

    Follow us on LinkedIn **Job Type**: Employee Job Family: Academic Leadership and Faculty Faculty/Service - Department: Faculty of Law - Civil Law Section Campus: Main Campus Date Posted: février 06, 2024 Closing Date: février 17, 2024 Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above Position...

  • Administrative Assistant, IT

    2 months ago

    Ottawa, Canada Assembly of First Nations Full time

    Administrative Assistant Information Technology Internal/External Competition Description: The Assembly of First Nations (AFN) IT Sector is seeking a skilled and experienced Administrative Assistant who will be responsible for providing a wide variety of administrative support including, clerical, data entry, customer service, and other office support...

  • Administrative Assistant, IT

    5 days ago

    Ottawa, Canada Assembly of First Nations Full time

    Administrative Assistant Information Technology Internal/External Competition Description: The Assembly of First Nations (AFN) IT Sector is seeking a skilled and experienced Administrative Assistant who will be responsible for providing a wide variety of administrative support including, clerical, data entry, customer service, and other office support...

  • Administrative Assistant, IT

    2 months ago

    Ottawa, Canada Assembly of First Nations Full time

    **Internal/ External Posting** **Full-time/ Permanent** **Location**: Ottawa (hybrid) **Salary Range**: Commensurate with experience and education. AFN offers competitive salaries, generous time off (3 weeks of paid vacation per year to start, paid time off for December-January holidays, 3 weeks of paid sick leave per year, 9 days of special leave per...

  • Intermediate Network Administrator

    2 months ago

    Ottawa, ON, Canada Dls Technology Corporation Full time

    Intermediate Network Administrator IM/IT Services Ottawa , Ontario Contract Mar 4, 2024 Intermediate Network Administrator Intermediate Network Administrator Company: DLS Technology Corporation Office Location: Ottawa, Ontario Who You Are Our client requires an experienced Junior/Intermediate Network Administrator who has a sound understanding...

  • Faculty Administrator

    1 month ago

    Ottawa, Canada Carleton University Full time

    **Duties and Responsibilities**: Reporting to the Manager, Administrative Services, the Faculty Administrator assists in overseeing the day-to-day administrative operations of the Office of the Dean and ensuring the efficient use of time and resources. The Faculty Administrator provides supervision to the Administrative and Financial Assistant ensuring that...