Intermediate Administrative Assistant

3 weeks 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 representation, and that increasing the diversity of our faculty and staff supports this objective. Our goal is to provide students with the best possible learning experience, in an environment that reflects the diversity of its people, their ideas, and their identities.

We are one of Canada’s top 10 research universities—our professors and researchers explore new approaches to today’s challenges. One of a handful of Canadian universities ranked among the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from across the globe. Our employees come together around the shared purpose of constant improvement, personal development, service excellence, teamwork and a passion for learning with a desire to make uOttawa and the world a better place. Everyone's contributions are valued, we all play a part in making uOttawa a world-class institution. Most importantly, we make it possible for you to achieve your full potential. Because at uOttawa, you belong
- This position may be eligible for a telework arrangement. Learn more about our telework guidelines.

About the Telfer School of Management

The 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**:
Reporting to the Associate-Supervisor, Dean's Office, the Intermediate Administrative Assistant provides comprehensive administrative assistance to ensure effective support of the various tasks performed within the Dean’s Office with a particular focus on data entry, faculty hiring and the organization of meetings.

**In this role, your responsibilities will include**:
Assists Human Resources Officer with the recruitment process for part-time professors including job postings, contract offers and payment requests in order to ensure a timely and efficient staffing process. Also assists the Human Resources Officer with updating the School’s CV database with teaching information on part-time professors on a sessional basis so as to have key data readily available for operational decisions.

Assists the CAO with preparing and maintaining the personnel files of faculty members in order for the School to remain compliant with HR’s document retention policies and the terms in the APUO collective agreement.

Plans, schedules and coordinates the submission of files for various internal and external awards such as the University of Ottawa Excellence in Teaching Award, etc. to enhance the profile of the Telfer community.

Assists the other Administrative Assistant and the Executive Assistant with the various logístical preparations required to ensure the smooth progress of various meetings organized by the Dean’s office, such as faculty hiring, an orientation day, section meetings, and other meetings as needed.

Under the guidance of the Human Resources Office (Academic Sector), provides assistance to the team in the Dean’s office with various administrative functions during peak periods.

**What you will bring**:
Knowledge of administrative support functions and office techniques normally acquired through postsecondary education in a relevant field

Minimum of three years’ experience in administrative support, preferably in an office setting

Knowledge of administrative procedures at the University of Ottawa and Telfer School of Management would be an asset

Experience in coordinating meetings, travel and events

Ability to prioritize while meeting strict deadlines

Attention to detail and ability to self-monitor work quality

Excellent interpersonal and communication skills, both verbal and written

Customer service orientation

Ability to work well in a team setting

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 realise 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**: Hel

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