Intermediate Administrative Assistant

3 weeks ago

Ottawa, Canada University of Ottawa Full time

Job Type:
Employee

Duration in Months (for fixed-term jobs):
12

Job Family:
Administrative Support

of Open Positions:
1

Faculty/Service - Department:
Deputy CIO's Office

Campus:
Main Campus

Union Affiliation:
SSUO

Date Posted:
August 17, 2023

Closing Date:
August 28, 2023

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 Information Technology:
Information Technology is a dynamic and collaborative environment. We are focused on prioritizing and optimizing technological investments that facilitate the best student experience, as well as the activities of faculty, researchers and staff. Our greatest strength are the people working with us. People like you, professionals eager to flex their intellectual muscle and achieve new heights in their career. Working here gives you access to a great IT environment, rich with a diverse range of platforms, products, and services. This is a place where innovative ideas are welcome.

In a nutshell: working here is challenging and rewarding. It’ll bring out the best of you. We want people that have the drive to advance IT in higher education. We have the technologies to keep your inner fires burning, and benefits that can help you sustain a better lifestyle. And all this minutes away from gyms, the Byward Market, downtown, and the Rideau Canal at lunch time for runners and skaters.

Position Purpose

Reporting to the Deputy Chief Information Officer, the incumbent provides administrative support to the service’s management to ensure smooth office operations and support the implementation of activities and projects. To this end, may be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, coordinate administrative processes, and coordinate events and assigned projects.

In this role, your responsibilities will include:

- Customer Service: Greets, informs and redirects internal and external clients on behalf of the chair or director. Receives and screens correspondence and phone calls for the director, determines their relevance and urgency to ensure follow-up, and informs or involves the chair or director as necessary.
- Administrative Writing: Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of the director. 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 or director.
- Schedule and Meeting Management: Manages the chair or director’s calendar, and schedules and confirms meetings to optimize use of time. Coordinates meetings and committee meetings led by the chair or director. To this end, maintains updated lists of members, prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files, and follows up on decisions.
- Travel Arrangements: Coordinates travel arrangements for the chair or director. Researches suppliers to obtain estimates and make the necessary reservations in compliance with uOttawa procedures and regulations. Assembles the necessary documentation, follows up and collaborates with other uOttawa sectors to finalize the payment of invoices and the reimbursement of travel expenses.
- File Management: Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit purposes. Coordinates document archiving. Maintains a reminder system for files requiring follow-up.

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.
- 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 (oral and written).

LI-Hybrid

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

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