Intermediate Administrative Coordinator

University of Ottawa•Ottawa, ON

6d•CA$63,155 - CA$78,944•Onsite

About The Position

Our Human Resources team is recognized for its collaboration and service excellence. Through the development of strategic partnerships, our dynamic team supports uOttawa’s vision and strategic plan by creating and delivering high-quality, innovative, and client-centered HR programs and services. Our focus is to attract, develop, retain, and inspire a talented, diverse, healthy, and engaged workforce. If you want to be part of an impactful team, work in a rewarding and enriching environment and have an innovative mindset, our HR team is the place where you belong! Reporting to the Senior Manager of Talent Acquisition and Work Organization, handles administrative tasks related to service provision for the International Employment and Immigration team, including co-ordinating committees, training, meetings, selection tests and regular communication, effectively and rigorously. Assists with co-ordination of other Human Resources sections’ administrative tasks, such as talent acquisition and work organization. Occasionally performs logistical tasks as part of special projects overseen by HR teams. Handles sensitive information and files, maintaining the highest level of confidentiality and discretion, and ensuring accuracy. Demonstrates good judgment and autonomy in file management, priority setting and service delivery.

Requirements

Post-secondary education in administration, or an acceptable combination of education and experience
Minimum of 3 years’ relevant experience in administrative coordination
Demonstrated experience in client service
Skills in the use all Microsoft Office software
Strong organizational abilities and consistent attention to detail in a fast-paced environment
Ability to produce high quality work in an environment with multiple strict deadlines
Strong interpersonal and communication skills
Demonstrated success working in a team setting
Bilingualism – French and English (spoken and written)

Nice To Haves

Experience working on immigration files or regulatory processes (a key asset)
Experience working in a postsecondary institution or other complex organization is an asset
Skills in the use of web content management applications is an asset
Ability to occasionally work outside of normal office hours
Ability to occasionally travel outside of the region

Responsibilities

Performs various business tasks related to International Employment and Immigration team ongoing service delivery, helping prepare documentation for immigration files, assisting with relocation, updating files and monitoring deadlines.
Makes preparations for financial tasks on government portals and for bank reconciliations.
Performs administrative tasks for work organization and talent acquisition staff.
Acts as a liaison between section managers, clients, partners, specialists and other actors to ensure key information is properly shared.
Manages incoming requests and conducts necessary followup.
Prepares clear, professional communications for sections.
Supports smooth running of the sections’ regular activities, training and events.
Co-ordinates immigration consultations, job evaluation committees and selection tests.
Participates in overall section planning, anticipating resource needs, including material requirements, and training and meeting space.
Updates systems and databases to ensure data accuracy.
Ensures section file organization and management in SharePoint, OneDrive and Teams, compliance with principles of confidentiality and privacy, and implementation of University practices.
Produces various reports for section managers, to support activity operations and compliance.
Updates document templates used by teams and databases.