Administrative Assistant to The Department Chair

2 weeks ago

Ottawa, Canada University of Ottawa Full time

Job title under review

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

About the Faculty of Science

Welcome to the Faculty of Science, a great place to learn, to explore, to question, to discover — opening your mind and pushing boundaries. It’s an exciting time to be part of a rewarding career in life sciences, natural sciences and mathematics. You will have access to world-class facilities, including our Science, Technology, Engineering and Mathematics (STEM) Complex, our extensive Biosciences Complex and our cutting-edge Advanced Research Complex, that are the envy of many universities. We have strong links with a multitude of government and private research centres, providing countless opportunities and experiences.

We have become a true centre of excellence, earning recognition across Canada and abroad for our prowess in teaching and in our laboratories, where our researchers are addressing some of the most important and relevant scientific questions of our time. Our past is a testimonial to our passion, so will be our future. Will you be part of it?

Position Purpose

Reporting to the Chair, Department of Biology, 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.

**In this role, your responsibilities will include**:
Greet, inform and redirect internal and external clients on behalf of the chair. Receive and screen correspondence and phone calls intended for the chair, determine their relevance and urgency to ensure follow-up, and inform the chair as necessary. Act as a resource person for internal and external clients for inquiries pertaining to faculty programs, procedures and regulations in order to ensure understanding.

Manage the chair’s calendar, and schedule and confirm meetings to optimize use of time. Organize and coordinate meetings and committee meetings led by the chair and any other assigned meetings to ensure these meetings run smoothly. To this end, maintain updated lists of members, and prepare and send out meeting invitations and agendas. Prepare and distribute any necessary documents and files, and follow up on decisions.

Perform a variety of tasks to support the department’s academic operations. To this end, coordinate the management of course and exam schedules in order to avoid conflicts in joint programs. Coordinate and control classroom allocation based on enrollment projections (such as enrollment limits), professor’s needs and University regulations. Coordinate textbook orders so that they arrive on time and are sufficient in number.

Establish and maintain an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit purposes. Coordinate document archiving. Maintain 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.

Knowledge of the structures of uOttawa, the faculty and its programs of study, and the academic regulations is an asset.

Experience in bilingual adm

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