Intermediate Administrative Assistant

University of Ottawa•Ottawa, ON

5d•CA$59,038 - CA$74,574•Onsite

About The Position

Under the supervision of the Manager of the Dean's Office, 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. The incumbent of this position will work with both the School of Nutrition Sciences and the School of Rehabilitation Sciences. The direct supervisor with be the Manager of the Dean's Office, but they will also report to the Senior Officers of the schools.

Requirements

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
Experience using computer systems and software such as Windows, word processing software, spreadsheets, databases, the internet and email
Excellent communication, interpersonal and customer service skills
Bilingualism: French and English (spoken and written); to be considered for this position, 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
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.

Nice To Haves

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

Responsibilities

Greets, informs and redirects internal and external clients on behalf of the chair.
Receives and screens correspondence and phone calls intended for the chair, determines their relevance and urgency to ensure follow-up, and informs the chair as necessary.
Acts as a resource person for internal and external clients for inquiries pertaining to faculty programs, procedures and regulations in order to ensure understanding.
Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of the chair.
Attends management meetings to take notes and minutes to follow up on decisions.
Prepares presentations, brochures, publications and other related documents from handwritten notes to support the chair.
Manages the chair’s calendar, and schedules and confirms meetings to optimize use of time.
Organizes and coordinates meetings and committee meetings led by the chair and any other assigned meetings to ensure these meetings run smoothly. To this end, maintains updated lists of members, and prepares and sends out meeting invitations and agendas.
Prepares and distributes any necessary documents and files, and follows up on decisions.
Coordinates logistics for hiring teaching staff, including posting jobs and selecting, interviewing and onboarding candidates in order to support the department’s operational needs.
Performs a variety of tasks to support the department’s academic operations. To this end, coordinates the management of course and exam schedules in order to avoid conflicts in joint programs.
Coordinates and controls classroom allocation based on enrollment projections (such as enrollment limits), professor’s needs and University regulations.
Coordinates textbook orders so that they arrive on time and are sufficient in number.
Performs analysis and research, and compiles data, statistics and other information to produce reports to further the chair’s discussions, decision making, special projects and activities.