Lead Officer, Administrative Support

**Job Type**:
Employee

**Duration in Months**(for fixed-term jobs):
N/A

**Job Family**:
Administrative Support

**# of Open Positions**:
1

**Faculty/Service - Department**:
Official Languages and Bilingualism Institute

**Campus**:
Main Campus

**Union Affiliation**:
SSUO

**Date Posted**:
February 13, 2025

**Applications must be received**BEFORE**:
February 24, 2025

**Hours per week**:
35

**Salary Grade**:
SSUO Grade 09

**Salary Range**:
$69,478.00 - $87,764.00

**Position purpose**:
Reporting to the Director, Official Languages and Bilingualism Institute, oversee the day-to-day operations related to the administration of financial, human, physical and material resources of the sector with the objective of ensuring sound management and providing advice to upper management to support long-term strategic planning. Lead a team of employees whose role is to provide administrative support within these areas in order to ensure a productive and positive environment, and to provide leadership and guidance for more complex issues. May represent senior management on central committees whose mandates are related to the incumbent’s area of responsibility.

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

- ** Budget**: Oversee the administration of internally and/or externally-funded budgets to ensure compliance with established policies. Analyze financial statements against budgets for various types of funds to identify and address any inconsistencies. Define budget priorities for the sector and provide expert advice to managers on the effective preparation of budgets, budget projections and shortfalls to maximize revenue and contain expenditure. Develop key financial performance indicators and monitor performance.
- ** Physical and material resources**: Oversee the ongoing activities and processes related to physical and material resources management to ensure the best use of space and the availability of equipment required for smooth operations management. Authorize procurement requests for goods and services, obtain estimates and negotiate pricing for products and services, and coordinate with Procurement Services to ensure compliance with supplier contracts.
- ** Processes and procedures**: Design and implement new or modify existing work methods, procedures and processes and monitor compliance by his/her team for the purpose of continuously improving operations to maximize productivity and effectiveness.
- ** Project management**:Plan and manage assigned projects. To this end, develop project specifications, identify project steps and track all relevant progress, perform inspections upon project milestones and ensure effective communication among stakeholders, monitor expenses related to the project to ensure that they meet the limits of the budget, highlight and resolve any variance from budget. Manage and monitor the delivery of projects allocated to his/her team.
- ** Reporting**: Prepare and analyze various moderately
- to highly-complex reports on financial transactions, accounts, payroll, budget projections, and human resources-related data for the sector to provide advice and recommendations to managers and to support long term resources planning.
- ** Supervision of others**: Supervise work performed by administrative support roles to organize priorities and provide guidance in the attainment of individual objectives.

**What you will bring**:

- Advanced knowledge of administration, accounting, financial and human resources principles normally acquired through postsecondary studies in a related discipline or an equivalent combination education and work experience
- Minimum 5 years of demonstrated experience in a similar role
- Experience in supervision
- Experience participating in strategic planning
- Experience in planning, analyzing and controlling budgets
- Experience in analyzing reports
- Experience working in a unionized environment and in interpreting collective agreements
- Ability to produce high quality work under pressure while meeting strict deadlines
- Strong interpersonal and communication skills
- Strong organizational skills
- Bilingualism
- French and English (spoken and written)

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**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 te