Executive Assistant to The Dean

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

**Position purpose**:
**In this role, your responsibilities will include**:
**Integration of academic processes**: Integrates academic management processes and systems into the Civil Law Section’s planning or management framework. Develops and maintains an in-depth understanding of both legislated and University of Ottawa policies, procedures, and practices and their impact on the Civil Law Section’s academic operations. Participates in developing internal academic processes and practices, and ensures that they help achieve the Civil Law Section’s objectives.

**Recruitment and selection**: Coordinates all aspects of the posting and selection process for new professors in accordance with HR policies and procedures and with collective agreements, and advises on the management of teaching staff.

**Orientation and onboarding**: Promotes understanding and adoption of University policies, programs, processes and practices by explaining to them during new professor onboarding sessions and by explaining the need and reasons for specific policies or procedures and how they help achieve the Civil Law Section’s objectives.

**Communication**: Develops and maintains communication strategies for the Office of the Dean with various units of the Civil Law Section to ensure that activities run smoothly. On behalf of the Office of the Dean, acts as the resource person for communication with the external clients.

**Management of the Office of the Dean**: In cooperation with the Development Office, coordinates fundraising activities in which the dean participates. Organizes the dean’s agenda and the logistics of the dean’s business travel. Organizes file classification in accordance with the collective agreement.

**What you will bring**:
Knowledge of administrative principles and procedures normally acquired through a university education or equivalent experience

Experience working in a university setting, knowledge of issues affecting universities and the mission of the Civil Law Section

Minimum of three years’ experience as an executive assistant

Experience in analyzing and solving problems

Ability to work well with mínimal supervision, in a team environment, and under pressure, while meeting firm deadlines

Initiative, leadership, sound judgment, and autonomy

Excellent organizational skills and strong project management skills

Strong interpersonal and communication skills

Attention to detail, proven ability to work with discretion and tact, and ability to manage confidential files

Bilingualism — English and French (spoken and written)

**Key Competencies at uOttawa**:
Here are the required competencies for all of our employees at uOttawa:
**Planning**: Organize in time a series of actions or events in order to realise 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.