Project & Administration Officer

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service – Department:

Francophonie

Campus:

Main Campus

Union Affiliation:

N/A

Date Posted:

January 14, 2025

Applications must be received BEFORE:

January 27, 2025

Hours per week:

35

Salary Grade:

Non-Union Grade NC6 – 35 hrs

Salary Range:

$73,178.00 – $90,821.00

Position purpose:

Provides administrative support to the Associate Vice-President and other team members. Plan and coordinate activities related to the administration of financial, human, physical and material resources. This is a hybrid role in which the Project and Administration Officer, in addition to certain administrative functions, will coordinate and manage a wide variety of projects across the institution, communicate directly on behalf of senior management with internal and external stakeholders, schedule meetings and events, prepare meeting files, research issues, conduct analysis and compose correspondence. 

What you will bring:

• Knowledge of administration, project management or a related field normally acquired through university education or equivalent experience. At least 7 years of senior administrative and project management experience in a corporate or public sector setting.
• Proven ability to work in close cooperation with senior managers and to coordinate the activities of an executive office.
• Ability to take a leadership role in demonstrating best practices in administration and office management and confidential document management.
• Ability to prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Must have a high degree of initiative to make independent informed decisions.
• Knowledge of the Canadian university sector and its key issues and knowledge of how the University senior management team operates and takes decisions is an asset.
• Knowledge of how a university operates, and of its governance, structure and administrative processes is a plus.
• Advanced knowledge of computer systems and software such as Windows, word processors, presentation software, spreadsheets, Internet, electronic mail and electronic scheduling tools.
• Experience in project management an asset. 
• Ability to develop a network of key formal and informal contacts to make sure the right people are contacted for various requests.
• Ability to handle a wide variety of complex and confidential matters with diplomacy and discretion.
• Ability to perform in-depth research from internal and external sources.
• Excellent oral and written communication skills with particular emphasis on strong writing, proofreading and editing skills.
• Significant customer service experience to provide services to diverse and sometime high-profile clients such as donors, senior business executives and community leaders, dignitaries, influential community members, elected officials, professors, employees, students and alumni.
• Bilingualism: fluency in French and English (spoken and written).
• Ability to work flexible hours.
• This position may be eligible for a telework arrangement. Learn more about our telework guidelines click here

#LI-Hybrid

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 [email protected] 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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