Senior Officer, Administrative Support

University of Ottawa•Ottawa, ON

1d•CA$64,865 - CA$81,935•Onsite

About The Position

The Faculty of Arts at the University of Ottawa is seeking a Senior Officer, Administrative Support. This role reports to the Lead Officer, Administrative Support and is responsible for planning and coordinating administrative activities related to financial, human, physical, and material resources. The position provides support and advice to managers and professors, ensuring policies and procedures are understood and implemented. The Faculty of Arts is dedicated to creating a diverse, equitable, and inclusive environment.

Requirements

Advanced knowledge of administration, accounting, financial and human resources principles normally acquired through postsecondary studies in a related discipline or an equivalent combination of education and work experience
Minimum 3 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 interpreting, explaining and applying policies and regulations
Experience working in a unionized environment and in interpreting collective agreements
Experience in preparing reports
Ability to produce high quality work under pressure while meeting strict deadlines
Strong interpersonal and communication skills
Strong organizational skills
High level of discretion
Bilingualism – French and English (spoken and written)

Responsibilities

Coordinate the ongoing financial transactions and all activities and processes related to the administration of internally and/or externally funded budgets of the sector to maintain financial integrity and transparency and to ensure compliance with established policies.
Perform all research and analysis necessary to provide recommendations to managers and/or researchers on the effective preparation of budgets, budget projections and shortfalls to maximize revenue and contain expenditure.
Act as resource person for the sector with regards to inquiries related to classification, staffing, total compensation, and leave and performance evaluation to interpret collective agreements and policies, explain procedures, and facilitate processes.
Share management tools to strengthen employee engagement within the sector with the objective of maximizing productivity and minimizing turnover.
May act as 2nd level approver for leave requests to ensure compliance with current policies.
Coordinate the process for the Work Study program (from posting to cost recovery) to support operational needs of the sector.
Manage the physical resources to ensure the most efficient use of space for the sector. To this end, receive, analyze and treat new requests, coordinate room setup and signage, and ensure that accessibility standards are met at all times.
Maintain accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records.
Act as Health and Safety representative for the sector, to ensure proper communication of health and safety-related policies and practices and monitor compliance in order to minimize risk to students and staff.
Act as resource person for the sector with regards to inquiries on procurement policies, procedures and suppliers to ensure proper interpretation and compliance.
Manage material resources of the sector to ensure that there is equipment available to meet operational needs. To this end, purchase goods and services, and create services contracts, on purchase order or on credit card, in compliance with all relevant policies.
Executes a variety of academic administration tasks, including course offerings, schedules, quotas, and faculty workloads.
Acts as a liaison between the administrative team and the undergraduate and graduate offices.