Financial and Administrative Assistant

Follow us on Job Type:EmployeeDuration in Months(for fixed-term jobs):12Job Family:Administrative Support# of Open Positions:1Faculty/Service - Department:Operations_Institute of Feminist and Gender Studies_Nandy CassamajorCampus:Main CampusUnion Affiliation:N/ADate Posted (YYYY/MM/DD):2025/12/04Applications must be received BEFORE (YYYY/MM/DD):2025/12/15Hours per week:17.5Salary Grade:Non-Union Grade NC3 - 35 hrsSalary Range:$57,015.00 - $71,269.00About the faculty/service: Faculty of Social Sciences :The FSS comprises nine departments, schools and institutes, which offer undergraduate, masters and doctoral programs in both English and French. With its 10,000 students, 260 full-time professors, and wide array of programs and research centres, the Faculty of Social Sciences plays a key role at the heart of the University of Ottawa. Its graduate students are supervised by excellent researchers and undertake cutting-edge research in the Faculty's masters and Ph.D. programs. Along with its complement of about 100 administrative employees, the faculty is proud to provide a collaborative working environment that inspires new ideas, encourages creative ingenuity, and promotes excellence.Position purpose Assists with and performs a variety of tasks to support the administrative operations of a department, specific program or event, while ensuring compliance with applicable policies and procedures. The recruited person will work for the Institute of Feminist and Gender Studies.Typical AccountabilitiesAdministrative Tasks: Perform a variety of administrative tasks to support the operations of the department/program/event, such as data entry and updating, drafting and preparing various documents, managing calendars, and handling mail, while ensuring compliance with the University’s quality standards in the work.Meeting Organization: Provide administrative support in organizing and coordinating meetings and events to ensure their smooth operation. This includes reserving meeting rooms, making necessary arrangements with caterers, preparing agendas, and all other relevant documents.Customer Service: Greet individuals who arrive; respond appropriately to general inquiries from clients and guide them in following the department/program/event's internal procedures to provide high-quality service. Inquiries may be received and addressed in person, via email, by phone, or by mail.Financial Operations: Provide basic support for the financial operations of the department/program/event by performing a variety of activities while ensuring compliance with established policies, such as managing petty cash, preparing deposits, making journal entries, and entering data into the financial system. Participate in the billing process; this includes preparing, sending, and paying invoices, receiving customer payments, and following up.Purchasing and Inventory Control: Conduct decentralized purchases of goods and services for the sector, using purchase orders or credit cards, in accordance with all relevant policies. Monitor the inventory of various supplies, track demand trends, and restock items to meet the needs of internal clients.Report Production: Provide various simple reports on a fixed schedule and in a timely manner regarding the activities of the department/program/event to support ongoing operations and strategic planning.File Management: Establish and maintain an efficient filing and record management system to preserve the confidentiality of records and ensure the availability of complete and accurate documents for future reference or audits. Keep accurate records of key holders and related access security information for sector staff to ensure the confidentiality of records.Knowledge, experience and skills Essential Qualifications • Post-secondary training in administration and office technology with courses in accounting or finance, or equivalent combination of education and work experience• Minimum two (2) years of demonstrated experience in a similar role• Experience with computer systems and applications such as Windows, word processing software, spreadsheets, databases, the internet and email• Excellent communication, interpersonal and customer service skills• Experience interpreting, explaining and applying policies and regulations• Experience in bilingual administrative writing• Experience producing reports• Ability to produce high quality work under pressure while meeting strict deadlines• Initiative, self-reliance and good judgment• Strong organizational skills• Bilingualism – English and French (spoken and written)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 in the future depending on public health guidelines and the recommendations of experts.