Senior Administrative Assistant

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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:

International mobilization

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

octobre 28, 2024

Applications must be received BEFORE:

novembre 08, 2024

Hours per week:

35

Salary Grade:

SSUO Grade 08

Salary Range:

$62 218,00 – $78 589,00

About the Faculty of Social Sciences

The FSS comprises nine departments, schools and institutes, which offer undergraduate, masters and doctoral programs in both English and French. With its 10,000 students, 260 full-time professors, and wide array of programs and research centres, the Faculty of Social Sciences plays a key role at the heart of the University of Ottawa. Its graduate students are supervised by excellent researchers and undertake cutting-edge research in the Faculty’s masters and Ph.D. programs. Along with its complement of about 100 administrative employees, the faculty is proud to provide a collaborative working environment that inspires new ideas, encourages creative ingenuity, and promotes excellence.

Position Purpose :

Support the Vice-Dean, Governance and Internationalization (VDGI) in the administration and management of the Faculty’s governance files to ensure the smooth running of faculty processes and compliance with governance rules. Support the Senior Specialist, Internships and Experiential Learning in the administration of international mobility program files and files related to risk management of clinical placements in order to enhance and enrich the student experience and ensure better control of risks associated with off-campus learning and research activities.

In this role, your main responsibilities will include:

• Faculty governance: Support the VDGI in the management and follow-up of faculty governance issues. Conduct research, analyze data or information gathered and prepare various reports. Ensure administrative planning and material organization of committees and various meetings. Work in collaboration with the VDGI and the Chief Administrative Officer to fulfill the “Secretary of the Faculty” responsibilities of the VDGI, such as the preparation of agendas and minutes. Resource person and contact for processes and schedules related to FSS governance.
• Reception and Liaison: Coordinate and liaise with various Faculty offices, academic units, other University faculties, central administration and external organizations. Receive, analyze and filter all communications sent to the VDGI and the Undergraduate Vice Dean’s Office and ensure follow-up. Greet and provide accurate and relevant information to students, while ensuring courteous and efficient service in accordance with service excellence standards.
• Student Mobility: Carry out various academic and administrative tasks related to the coordination of internships, field research courses and all other experiential learning activities, as well as international exchanges, in order to ensure the smooth running of the sector’s activities. Meet with students to prepare and equip them for international travel, whatever the nature of their course. Develop and deliver group training courses to prepare students for international travel. Support the Senior Specialist in organizing travel and managing the risks associated with international travel for students and teachers.
• Internationalization of the Faculty: Organize meetings with authorities of other countries, embassies or other international representatives. Liaison with the Office of the Associate Vice-Rector for Student Affairs and the Office of the Vice-President, International and Francophonie, uoInternational.
• Risk Management Program: Support the Senior Specialist with the Clinical Placement Management Program. To this end, make the necessary arrangements with external agencies and with students to ensure that they meet the legal requirements for their clinical placements and/or the medical requirements for their international mobility (if required).
• Assistant to the Vice-Dean: Manage the schedule of the Vice-Dean for Governance and Internationalization and the Vice-Dean for Undergraduate Studies and ensure coordination of their activities. Support the Vice-Deans in the application of policies and procedures, and propose changes to these procedures. Update websites in compliance with accessibility standards.
• Financial activities: Carry out various tasks related to financial planning and management operations for the sector’s activities, in compliance with University and Faculty regulations and standards.
• Documentation: Prepare correspondence, forms and all other documents related to the sector’s activities, in particular documents to be submitted to the Senate or higher University authorities for approval. Write and update procedure manuals, for internal use, on procedures, processes and systems related to the responsibilities of the incumbent and the sector. Ensure the quality of written communications in both languages.

What you will bring:

• University degree in business administration or international studies or related field
• Minimum four years’ experience in an administrative position, ideally in an academic environment
• Good knowledge of university curricula, particularly admission requirements for international internships, field research courses and international exchanges would be an asset
• Knowledge and experience in applying and interpreting school, faculty and university regulations
• Customer service experience in an academic support relationship to advise and guide students
• Knowledge of personal, social, academic and systemic barriers to academic success
• Experience in analyzing or synthesizing data and producing various reports
• Experience in the use of computerized systems: word processing, database, spreadsheet, e-mail, Internet, web content management as well as school and financial systems
• Ability to exercise diplomacy, discretion and confidentiality
• Excellent interpersonal and communication skills
• Ability to produce high-quality work under pressure, while respecting strict deadlines
• Bilingualism – French and English (oral and written)

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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