Intermediate Administrative Assistant to the Dean

Follow us on Job Type:EmployeeDuration in Months(for fixed-term jobs):N/AJob Family:Administrative Support# of Open Positions:1Faculty/Service - Department:Dean's Office, Faculty of ScienceCampus:Main CampusUnion Affiliation:SSUODate Posted (YYYY/MM/DD):2025/11/27Applications must be received BEFORE (YYYY/MM/DD):2025/12/08Hours per week:35Salary Grade:SSUO Grade 07Salary Range:$59,038.00 - $74,574.00About 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 PurposeThe incumbent 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.Administrative Writing: Drafts and revises documents using templates, and coordinates the translation of administrative correspondence on behalf of the academic executive. Attends meetings chaired by the academic executive to take notes and prepare minutes to follow up on decisions made. Prepares presentations, brochures, publications and other related documents from handwritten notes to support the academic executive. Prepares applications for submission to the Senate or other uOttawa authorities for approval, and follows up as necessary to receive and communicate the decisions made.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.Travel Arrangements: Coordinates travel arrangements for the academic executive. Researches suppliers to obtain estimates and make the necessary reservations in compliance with uOttawa procedures and regulations. Assembles the necessary documentation, follows up and collaborates with other uOttawa sectors to finalize the payment of invoices and the reimbursement of travel expenses.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.Purchasing and Inventory Control: May be required to control inventory from various suppliers, track demand and replenish stock to meet the unit’s needs.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.Documentation: Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities.What you will bring:Postsecondary education in administration and office technology or an equivalent combination of education and work experienceMinimum three years of demonstrated experience in a similar roleExperience using computer systems and applications such as Windows, word processing software, spreadsheets, databases, the internet and emailExcellent communication, interpersonal and customer service skillsKnowledge of the structures of uOttawa, the department and its programs of study, and the academic regulationsExperience interpreting, explaining and applying policies and regulationsExperience in bilingual administrative writingExperience producing reportsAbility to produce high-quality work under pressure while meeting tight deadlinesInitiative, self-reliance and good judgmentGood organizational skillsBilingualism – English and French (spoken and written)#LI-OnsitePrior 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.