Intermediate Administrative Assistant, Dean's Office

Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Dean's Office

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

August 03, 2023

Closing Date:

August 14, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week:

35

Salary Grade:

SSUO Grade 07

Salary Range:

$55,245.00 - $69,783.00

About The Faculty Of Education

The Faculty of Education, along with its commitment to the promotion, advancement and dissemination of knowledge in the field of education in general, is actively involved in teacher training. Located on the unceded ancestral lands of Algonquin peoples, the Faculty of Education is proud to promote equity, diversity, and inclusion. Moreover, according to the latest QS ranking, our faculty is ranked among the top 100 in the world, and fifth in Canada, for research.

Position purpose:

Under the supervision of the Coordinator of the Dean's Office, the candidate provides administrative support to the academic executive to ensure smooth office operations and support the implementation of projects and activities. To this end, may be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, coordinate administrative and academic processes, and coordinate events and assigned projects.

In this role, your responsibilities will include:

• Customer service: Greets, informs and redirects internal and external customers on behalf of the academic executive. Receives and screens correspondence and phone calls for the academic executive determine their relevance and urgency to ensure follow-up, and informs or involves the academic executive as necessary. Serves as a resource person for students and faculty for procedural matters relating to cases of academic fraud, grade appeals and internship failures.
• File Management: Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit purposes. Coordinates document archiving. Maintains a reminder system for files requiring follow-up.
• Collective Agreements: May be required to provide administrative support for activities related to faculty collective agreements, such as contract renewals, tenure requests, promotions and leaves of absence, to ensure various strict deadlines are met.

What you will bring:

• Experience in bilingual administrative writing
• Experience producing reports
• Postsecondary education in administration and office technology or an equivalent combination of education and work experience
• Good organizational skills
• Initiative, self-reliance and good judgment
• Ability to produce high-quality work under pressure while meeting tight deadlines
• Excellent communication, interpersonal and customer service skills
• Experience using computer systems and applications such as Windows, word processing software, spreadsheets, databases, the internet and email
• Experience interpreting, explaining and applying policies and regulations
• Minimum three years of demonstrated experience in a similar role
• Knowledge of the structures of uOttawa, the department and its programs of study, and the academic regulations

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.