Intermediate Administrative Assistant, Department Chair

Follow us on LinkedIn

Job Type:

Employee

Duration in Months (for fixed-term jobs):

12

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Dean's Office

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

April 08, 2024

Closing Date:

April 19, 2024

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:
Reporting to the Coordinator of the Dean's office, the incumbent provides administrative support to the faculty’s departmental chair to ensure smooth office operations and support the implementation of activities and projects. Provides frontline client service and, in particular, greets internal and external clients, provides them with information and refers them to the appropriate person or service. Provides support for academic operations and for teaching staff recruitment activities while complying with the University’s procedures and regulations.

In this role, your responsibilities will include:

• Provide Customer Service: Greet, inform, and redirect internal and external clients on behalf of the chair. 

• Administrative Writing: Draft and revise documents using templates and coordinates the translation of administrative correspondence on behalf of the chair.

• Schedule and Meeting Management: Manage the chair’s calendar, and schedule and confirms meetings to optimize the use of time. 

• Recruitment of Teaching Staff: Coordinates logistics for hiring teaching staff, including posting jobs and selecting, interviewing and onboarding candidates in order to support the department’s operational needs.

What you will bring:

• Postsecondary education in administration and office technology or an equivalent combination of education and work experience

• Minimum two years of demonstrated experience in a similar role

• Experience using computer systems and software such as Windows, word processing software, spreadsheets, databases, the internet and email

• Excellent communication, interpersonal and customer service skills

• Knowledge of the structures of uOttawa, the faculty and its programs of study, and the academic regulations is an asset

• Experience interpreting, explaining and applying policies and regulations

• Experience in bilingual administrative writing

• Experience producing reports

• Ability to produce high-quality work under pressure while meeting strict deadlines

• Initiative, autonomy and sound judgement

• Organizational skills

• Bilingualism – English and French (spoken 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 inclusi