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Administrative Assistant

2 weeks ago

Ottawa, Canada University of Ottawa Full time

**Job Type**:
Employee

**Duration in Months** **(for fixed-term jobs):
61

**Job Family**:
Administrative Support

**# of Open Positions**:
1

**Faculty/Service - Department**:
Research - Gerolin A.

**Campus**:
Main Campus

**Union Affiliation**:
N/A

**Date Posted**:
November 27, 2024

**Applications must be received **BEFORE**:
December 09, 2024

**Hours per week**:
21

**Salary Grade**:
Non-Union Grade NC3 - 35 hrs

**Salary Range**:
$55,625.00 - $69,035.00

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**

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.

**In this role, your responsibilities will include**:

- ** Administrative Tasks**:Performs a variety of administrative tasks to support the operations of the department/program/event, such as entering and updating data, drafting and preparing a variety of documents, and managing schedules and mail, in keeping with uOttawa quality standards.
- ** Meeting Organization**: Provides administrative support for organizing and coordinating meetings and events to ensure they run smoothly. For this purpose, reserves meeting rooms, makes any necessary catering arrangements, and prepares meeting agendas and any other documents.
- **Purchasing and Inventory Control**: Makes decentralized purchases of goods and services for the department/program/event, on purchase order or on credit card, in compliance with all relevant policies. Controls an inventory of various supplies, tracks the demand and replenishes stock to meet the needs of internal clients.
- ** Reporting**:Provides various simple reports, on a scheduled or ad-hoc basis, on activities of the department/program/event to support ongoing operations and strategic planning.
- ** Records Management**:Implements and maintains an effective filing and records management system to preserve confidentiality of the records and ensure that complete and accurate documentation is available for future reference or audit purposes. Maintains accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records.

**What you will bring**:

- Postsecondary education in administration and office technology, or an equivalent combination of education and work experience
- Minimum two (2) years of demonstrated experience in a similar role
- Excellent communication, interpersonal and customer service skills
- 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)

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

**Note: if this is a union position**:The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

Prior to May 1, 2022, the University required all students, faculty,