Intermediate Administrative Assistant

University of Ottawa • Lexington, MA

4d • Hybrid

About The Position

The Faculty of Engineering strives to provide a learning environment that promotes excellence and innovation, ethical practice and responsibility towards society. Our workplace will challenge, energize and motivate you to be your very best while providing opportunities for career growth and professional development. Our work makes a world of difference in the lives of our students, who will become the next generation of leaders and change makers of our society. Our dynamic community is dedicated to building innovations that will not only help the advancement of technology, but solutions that will revolutionize the industry. We look forward to making the future TOGETHER! Position purpose: Provides administrative support to the service’s management to ensure smooth office operations and support the implementation of activities and projects. To this end, may be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, coordinate administrative processes, and coordinate events and assigned projects.

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 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 regulations
• 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
• Bilingualism – English and French (oral and written)

Responsibilities

• Customer Service: Greets, informs and redirects internal and external clients on behalf of the chair or director. Receives and screens correspondence and phone calls for the director, determines their relevance and urgency to ensure follow-up, and informs or involves the chair or director as necessary.
• Administrative Writing: Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of the director. 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 or director.
• Schedule and Meeting Management: Manages the chair or director’s calendar, and schedules and confirms meetings to optimize use of time. Coordinates meetings and committee meetings led by the chair or director. To this end, maintains updated lists of members, prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files, and follows up on decisions.
• Travel Arrangements: Coordinates travel arrangements for the chair or director. Researches suppliers to obtain estimates and make the necessary reservations in compliance with uOttawa procedures and regulations. Assembles the necessary documentation, follows up and collaborates with other uOttawa sectors to finalize the payment of invoices and the reimbursement of travel expenses.
• File Management: Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit purposes. Coordinates document archiving. Maintains a reminder system for files requiring follow-up.
• Reporting: Performs analysis and research, and compiles data, statistics and other information to produce reports to further discussions, decision making, special projects and management activities.
• Documentation: Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities.

Benefits

• The University of Ottawa offers a generous pay and benefits package that includes a competitive salary, a defined benefit pension plan, group insurance coverage and an employee and family assistance program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees