Senior Assistant, Administrative Support

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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:

Human Resources, Faculty of Social Sciences

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

octobre 17, 2024

Applications must be received BEFORE:

octobre 28, 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

Provide administrative support to the Faculty’s Dean’s Office management team to ensure the smooth running of the office and support the implementation of activities and projects. To this end, the incumbent may be called upon to organize meetings, coordinate correspondence and communications, manage the calendar, arrange travel, prepare documents and reports, coordinate administrative and academic processes, coordinate assigned events and projects, including the Dean’s alumni relations and development projects.

In this role, your responsibilities will include:

• Client services: Greet, inform and redirect internal and external customers on behalf of the Dean’s Office. Receive and screen correspondence and telephone calls, judge their relevance and urgency to ensure follow-up and involve the academic or administrative management, when necessary.
• Administrative writing: Draft and revise documents from templates and coordinate the translation of administrative correspondence on behalf of Faculty management. Develop and maintain templates for official outgoing communications from the Dean’s Office, respecting University rules and protecting the department’s image. Attend meetings chaired by members of the deanship to take minutes and draft minutes to ensure follow-up on decisions taken. Prepare presentations, brochures, publications and other related materials to support the deanship.
• Calendar and meeting management: Manage the Dean’s office calendar, scheduling and confirming appointments to ensure optimal use of time. Organizes and coordinates the holding of meetings and committees chaired by management and any other meetings or special events requested to ensure the smooth running of these activities.
• Communication: Develops, implements and maintains effective communications with all units reporting to the Dean’s Office to ensure proper coordination of activities and events. Act as contact person for communications with external clients on behalf of the Dean’s Office.
• Travel arrangements: Coordinate travel arrangements for the Dean. Research supplier companies to obtain cost estimates and make necessary reservations in accordance with University procedures and regulations.
• Records management: Ensure the updating and distribution of various up-to-date tables, checklists and e-mail lists. Establish and maintain an effective filing system to preserve the confidentiality of records and ensure the availability of complete and accurate documents for future reference or audit.
• Strategic Projects/Initiatives: Support the Dean’s Office in the planning and implementation of priority, strategic and highly confidential projects. Plan and implement administrative and special project activities arising from files under the Dean’s responsibility, such as detailed analyses, drafting of official documents, briefs, report development and preparation of presentations.
• Event management: Manage and organize all logistics for events under the Dean’s responsibility, such as reservations, rentals, registrations and invitations, catering services, equipment installation and space layout.
• Reporting: Conduct analysis, research, compile data, statistics and other information to produce reports to support discussions, decision-making, special projects and senior management activities.

What you will bring:

• Post-secondary education in administration or equivalent combination of education and work experience.
• At least four (4) years demonstrated experience in a similar role.
• Experience in interpreting, explaining and applying policies, regulations and collective agreements.
• Experience in customer service as a resource person.
• Experience working in an environment requiring the management of highly confidential information.
• Knowledge of University and Faculty structures, programs of study and school regulations.
• Experience in bilingual administrative writing.
• Professionalism, tact and diplomacy as a representative of the Dean’s Office.
• Demonstrated ability to relate to and respect students and faculty with diverse backgrounds, experiences and identities in a way that builds trust while meeting their unique needs.
• Experience in producing reports.
• Ability to produce high-quality work under pressure, while meeting tight deadlines.
• Initiative, autonomy and good judgment.
• Good organizational skills.
• Knowledge and experience of computer systems and software such as Windows, word processing, spreadsheets, databases, Internet and e-mail.
• 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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