Administrative Assistant

University of Ottawa • Ottawa, ON

6d • CA$56,858 - CA$71,822 • Onsite

About The Position

The Faculty of Arts is the oldest and one of the biggest faculties at the University of Ottawa. The Faculty of Arts has evolved to be one of the leading faculties on campus. Now more than ever, the new economy needs thinkers, communicators, and creators. Whether you are interested in the Humanities, Languages and Literatures, or Fine and Performing Arts, the Faculty of Arts offers students an education for today's and tomorrow's workplace! The Faculty of Arts is dedicated to creating a diverse, equitable and inclusive environment for everyone.

Reporting to the Senior Officer, the incumbent serves as a point of contact as well as a continuous source of communication for students, partners, and language teachers. Provides support to the overall operational functioning of the Centre for Language Learning (CLL), by coordinating various academic and administrative activities essential to program operations to ensure the attainment of student registration and retention quotas, and the efficient delivery of courses.

Requirements

• Knowledge of administration principles normally acquired through a postsecondary education or equivalent experience
• A minimum of 2 years’ experience in an office setting
• Experience researching and analyzing data as well as creating administrative and statistical reports.
• Experience in education, in particular with new Canadians and international students and clients with limited language ability in English or French
• Experience using computer systems and software such as student information systems, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access), word processing programs, databases, spreadsheets, email, and internet
• Experience working in an environment with access to confidential information and protecting such information
• Knowledge of and respect for cultures around the world
• Tact and diplomacy, combined with the ability to work productively and cordially with students, teachers and clients
• Customer service orientation
• Ability to work independently and efficiently
• Ability to prioritize and coordinate multiple demands and to multitask in order to ensure prompt service and meet firm deadlines
• Bilingualism (spoken and written)

Nice To Haves

• Knowledge of administrative procedures at the University of Ottawa would be an asset
• Fluency in a third language would be an asset

Responsibilities

• Provides quick and courteous service to inform and advise students in person, by phone, and in writing about various aspects of program delivery and educational support services at the Centre for Language Learning. Analyses and addresses general student requests based on an understanding of processes, policies and program requirements. Performs the necessary investigations to direct students to sources both within the Centre for Language Learning and the University of Ottawa to ensure student recruitment and retention.
• Supports program administration by updating student files, registering students into programs, enrolling students into courses, sending students admission and other key documents, and sending administrative lists to internal and external recipients. Manages documents from students and sponsoring agencies. Assists the Operations Coordinator with course scheduling and classroom logistics. Delivers information campaigns for new and returning students to ensure efficient integration of students into the University of Ottawa.
• Ensures the proper operation and supply of office equipment and program resources by facilitating repair and supply requests, and acts as the contact person for maintaining the availability and efficiency of office resources. Assists in organizing events by booking rooms and placing orders while ensuring that supplies, handouts, multimedia equipment and refreshments are prepared and available. Attends meetings, and takes and distributes minutes. Maintains a manual of policies, procedures, and processes used by all employees at the Centre for Language Learning. Consults with staff to make updates. Stores this manual for easy access by other staff in order to ensure the standardization of services.

Benefits

• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree