Administrative and Financial Assistant

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

12

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Operations_Institute of Feminist and Gender Studies_Nandy Cassamajor

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2025/12/04

Applications must be received BEFORE (YYYY/MM/DD):

2025/12/15

Hours per week:

17.5

Salary Grade:

SSUO Grade 06

Salary Range:

$54, $68,361.00​About the faculty/service: Faculty of Social Sciences
The FSS comprises nine departments, schools and institutes, which offer undergraduate, masters and doctoral programs in both English and French. With its 10,000 students, 260 full-time professors, and wide array of programs and research centres, the Faculty of Social Sciences plays a key role at the heart of the University of Ottawa. Its graduate students are supervised by excellent researchers and undertake cutting-edge research in the Faculty's masters and Ph.D. programs.  Along with its complement of about 100 administrative employees, the faculty is proud to provide a collaborative working environment that inspires new ideas, encourages creative ingenuity, and promotes excellence.

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. The recruited person will work for the Institute of Feminist and Gender Studies.

Typical Accountabilities

Administrative Tasks: Perform a variety of administrative tasks to support the operations of the department/program/event, such as data entry and updating, drafting and preparing various documents, managing calendars, and handling mail, while ensuring compliance with the University's quality standards in the work.

Meeting Organization: Provide administrative support in organizing and coordinating meetings and events to ensure their smooth operation. This includes reserving meeting rooms, making necessary arrangements with caterers, preparing agendas, and all other relevant documents.

Customer Service: Greet individuals who arrive; respond appropriately to general inquiries from clients and guide them in following the department/program/event's internal procedures to provide high-quality service. Inquiries may be received and addressed in person, via email, by phone, or by mail.

Financial Operations: Provide basic support for the financial operations of the department/program/event by performing a variety of activities while ensuring compliance with established policies, such as managing petty cash, preparing deposits, making journal entries, and entering data into the financial system. Participate in the billing process; this includes preparing, sending, and paying invoices, receiving customer payments, and following up.

Purchasing and Inventory Control: Conduct decentralized purchases of goods and services for the sector, using purchase orders or credit cards, in accordance with all relevant policies. Monitor the inventory of various supplies, track demand trends, and restock items to meet the needs of internal clients.

Report Production: Provide various simple reports on a fixed schedule and in a timely manner regarding the activities of the department/program/event to support ongoing operations and strategic planning.

File Management: Establish and maintain an efficient filing and record management system to preserve the confidentiality of records and ensure the availability of complete and accurate documents for future reference or audits. Keep accurate records of key holders and related access security information for sector staff to ensure the confidentiality of records.

Knowledge, experience and skills Essential Qualifications

• Post-secondary training in administration and office technology with courses in accounting or finance, or equivalent combination of education and work experience

• Minimum two (2) years of demonstrated experience in a similar role

• Experience with computer systems and applications such as Windows, word processing software, spreadsheets, databases, the internet and email

• Excellent communication, interpersonal and customer service skills

• Experience interpreting, explaining and applying policies and regulations

• 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.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior 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.

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