Lead Officer, Administrative Support

University of Ottawa•Ottawa, ON

1d•CA$72,437 - CA$91,502•Onsite

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! Reporting to the Chair, School of Engineering, Design and Teaching Innovation, the incumbent will be responsible to oversee the day-to-day operations related to the administration of financial, human, physical and material resources of the sector with the objective of ensuring sound management and providing advice to upper management to support long-term strategic planning. Lead a team of employees whose role is to provide administrative support within these areas in order to ensure a productive and positive environment, and to provide leadership and guidance for more complex issues. May represent senior management on central committees whose mandates are related to the incumbent’s area of responsibility.

Requirements

Advanced knowledge of administration, accounting, financial and human resources principles normally acquired through postsecondary studies in a related discipline or an equivalent combination education and work experience
Minimum 5 years of demonstrated experience in a similar role
Knowledge of computer systems and software including financial systems, spreadsheets, databases, Internet and e-mail
Experience in supervision
Experience participating in strategic planning
Experience in planning, analyzing and controlling budgets
Experience in analyzing reports
Experience in interpreting, explaining and applying policies and regulations
Experience working in a unionized environment and in interpreting collective agreements
Ability to produce high quality work under pressure while meeting strict deadlines
Strong interpersonal and communication skills
Strong organizational skills
Bilingualism – French and English (spoken and written)

Nice To Haves

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.

Responsibilities

Oversee the ongoing activities and processes related to human resources for all employee groups of the sector to ensure best practices and compliance with established collective agreements and policies.
In close collaboration with subject matter experts in central Human Resources, provide sound advice to managers and influence making-decision process on HR related issues.
Share management tools to strengthen employee engagement within the sector with the objective of maximizing productivity and minimizing turnover.
Liaise with Labor Relations department, to lead efforts of conflict resolution for the sector.
Act as 2nd level approver for leave requests to ensure compliance with current policies.
Oversee the ongoing activities and processes related to payroll for all employee groups within the sector to ensure salary accuracy and to reconcile inconsistencies with budget forecast and actual expenditures.
Design and implement new or modify existing work methods, procedures and processes and monitor compliance by his/her team for the purpose of continuously improving operations to maximize productivity and effectiveness.
Plan and manage assigned projects. To this end, develop project specifications, identify project steps and track all relevant progress, perform inspections upon project milestones and ensure effective communication among stakeholders, monitor expenses related to the project to ensure that they meet the limits of the budget, highlight and resolve any variance from budget.
Manage and monitor the delivery of projects allocated to his/her team.
Implement an effective filing and records management system to preserve confidentiality of the records and ensure that complete and accurate documentation is available for future reference or audit purposes.