Intermediate Administrative Assistant, Dean's Office

3 weeks ago

Ottawa, Canada University of Ottawa Full time

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**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 proactive and self-starting. Show availability and willingness to go above and beyond whenever it i

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