Administrative Assistant to The Department Chair

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 Education

The Faculty of Education, along with its commitment to the promotion, advancement and dissemination of knowledge in the field of education in general, is actively involved in teacher training. Located on the unceded ancestral lands of Algonquin peoples, the Faculty of Education is proud to promote equity, diversity, and inclusion. Moreover, according to the latest QS ranking, our faculty is ranked among the top 100 in the world, and fifth in Canada, for research.

**Position Purpose**:
Reporting to the Coordinator of the Dean's office, the incumbent 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**:
**Provide Customer Service**: Greet, inform, and redirect internal and external clients on behalf of the chair.

**Administrative Writing**: Draft and revise documents using templates and coordinates the translation of administrative correspondence on behalf of the chair.

**Schedule and Meeting Management**: Manage the chair’s calendar, and schedule and confirms meetings to optimize the use of time.

**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 administrative writing

Experience producing reports

Ability to produce high-quality work under pressure while meeting strict deadlines

Initiative, autonomy and sound judgement

Organizational skills

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.