Intermediate Administrative Assistant

2 weeks ago

Ottawa, Canada University of Ottawa Full time

**Job Type**:
Employee

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

**Job Family**:
Administrative Support

**# of Open Positions**:
1

**Faculty/Service - Department**:
Vice-Dean Governance

**Campus**:
Main Campus

**Union Affiliation**:
SSUO

**Date Posted**:
October 31, 2024

**Applications must be received **BEFORE**:
November 11, 2024

**Hours per week**:
35

**Salary Grade**:
SSUO Grade 07

**Salary Range**:
$56,626.00 - $71,528.00

**Position purpose**:
Reporting to the Vice-Dean, Governance, provides administrative support to the academic executive to ensure smooth office operations and support the implementation of projects and activities. To this end, may be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, coordinate administrative and academic processes, and coordinate events and assigned projects

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

- ** Customer Service**:Greets, informs and redirects internal and external customers on behalf of the academic executive. Receives and screens correspondence and phone calls for the academic executive, determines their relevance and urgency to ensure follow-up, and informs or involves the academic executive as necessary. Serves as a resource person for students and faculty for procedural matters relating to cases of academic fraud, grade appeals and internship failures.
- ** Schedule and Meeting Management**: Manages the academic executive’s calendar, and schedules and confirms meetings to optimize use of time. Organizes and coordinates scheduling of meetings for committees chaired by the academic executive and any other assigned meetings or special events to ensure these activities run smoothly. To this end, reserves meeting rooms, maintains updated list of members, prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files, and follows up on decisions made. May be required to attend meetings in the event the academic executive is absent.
- ** Collective Agreements**:May be required to provide administrative support for activities related to faculty collective agreements, such as contract renewals, tenure requests, promotions and leaves of absence, to ensure various strict deadlines are met.
- ** 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.
- ** Report Production**:Performs analysis and research, and compiles data, statistics and other information to produce reports that further discussions, decision making, special projects and senior management activities.

**What you will bring**:

- Postsecondary education in administration and office technology or an equivalent combination of education and work experience
- Minimum three years of demonstrated experience in a similar role
- Excellent communication, interpersonal and customer service skills
- Knowledge of the structures of uOttawa, the department and its programs of study, and the academic regulations
- Experience in bilingual administrative writing
- Experience producing reports
- Ability to produce high-quality work under pressure while meeting tight deadlines
- Initiative, self-reliance and good judgment
- Good organizational skills
- Bilingualism - English and French (spoken and written)

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**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 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.

**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.

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 i

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