Lead Officer, Administrative Support

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

12

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service – Department:

Department of Biology, Faculty of Science

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

October 25, 2024

Applications must be received BEFORE:

November 04, 2024

Hours per week:

35

Salary Grade:

SSUO Grade 09

Salary Range:

$69,478.00 – $87,764.00

About the Faculty of Science:

Welcome to the Faculty of Science, a great place to learn, to explore, to question, to discover — opening your mind and pushing boundaries. It’s an exciting time to be part of a rewarding career in life sciences, natural sciences and mathematics. You will have access to world-class facilities, including our Science, Technology, Engineering and Mathematics (STEM) Complex, our extensive Biosciences Complex and our cutting-edge Advanced Research Complex, that are the envy of many universities. We have strong links with a multitude of government and private research centres, providing countless opportunities and experiences.

We have become a true centre of excellence, earning recognition across Canada and abroad for our prowess in teaching and in our laboratories, where our researchers are addressing some of the most important and relevant scientific questions of our time. Our past is a testimonial to our passion, so will be our future. Will you be part of it?

Position Purpose

Reporting to Chair, Department of Biology, the incumbent is 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. They 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. They may represent senior management on central committees whose mandates are related to the incumbent’s area of responsibility.

In this role, your responsibilities will include:

• Budget: Oversee the administration of internally and/or externally-funded budgets to ensure compliance with established policies. Analyze financial statements against budgets for various types of funds to identify and address any inconsistencies. Define budget priorities for the sector and provide expert advice to managers on the effective preparation of budgets, budget projections and shortfalls to maximize revenue and contain expenditure. Develop key financial performance indicators and monitor performance
• Financial: Oversee the ongoing financial transactions for the sector, to ensure best practices and compliance with established policies. Develop and evaluate business practices and management tools for effective financial control. Act as approval agent for major financial transactions to ensure proper application of policies and to reconcile inconsistencies with budget forecast and actual expenditures.
• Human resources: 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.
• Payroll: 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.
• Physical and material resources: Oversee the ongoing activities and processes related to physical and material resources management to ensure the best use of space and the availability of equipment required for smooth operations management. Authorize procurement requests for goods and services, obtain estimates and negotiate pricing for products and services, and coordinate with Procurement Services to ensure compliance with supplier contracts.
• Processes and procedures: 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.

What you will bring:

• 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)

#LI-Onsite

Key Competencies at uOttawa:

Here are the required competencies for all or our employees at uOttawa: 

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.

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. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. 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. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

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