Administrative Assistant

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

22

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Administration, Department of Physics

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

July 01, 2024

Closing Date:

July 12, 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 06

Salary Range:

$51,908.00 - $65,566.00

About the Faculty of Science:

Welcome to the Faculty of Science, a great place to learn, to explore, to question, to discover — opening your mind and pushing boundaries. It’s an exciting time to be part of a rewarding career in life sciences, natural sciences and mathematics. You will have access to world-class facilities, including our Science, Technology, Engineering and Mathematics (STEM) Complex, our extensive Biosciences Complex and our cutting-edge Advanced Research Complex, that are the envy of many universities. We have strong links with a multitude of government and private research centres, providing countless opportunities and experiences. 

We have become a true centre of excellence, earning recognition across Canada and abroad for our prowess in teaching and in our laboratories, where our researchers are addressing some of the most important and relevant scientific questions of our time. Our past is a testimonial to our passion, so will be our future. Will you be part of it?

Position Purpose
Reporting to the Lead Officer, Administrative Support, the incumbent assists with and performs a variety of tasks to support the administrative operations of a department, program or event, while ensuring compliance with applicable policies and procedures.

In this role, your responsibilities will include:

• Administrative Tasks: Performs a variety of administrative tasks to support the administrative operations of the department/program/event, such as entering and updating data, drafting and preparing a variety of documents, and managing schedules and mail, in keeping with uOttawa quality standards.
• Customer Service: Welcomes people who arrive in person; responds appropriately to general requests for information from customers and guides them in applying the general internal procedures of the department/program/event with a view to providing high quality service. Requests for information may be received and handled in person, by email, by phone or by mail.
• Financial Operations: Provides basic support for the financial operations of the department/program/event by performing a variety of tasks in keeping with established policies, such as administering petty cash, preparing deposits, making journal entries and entering data into the financial system. Participates in the invoicing process: prepares, sends and pays invoices, receives payments from customers and follows up on them.
• Records Management: Implements and maintains an effective filing and records management system to preserve confidentiality of the records and ensure that complete and accurate documentation is available for future reference or audit purposes. Maintains accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records.
• Documentation: Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities.

What you will bring:

• Postsecondary education in administration and office technology with courses in accounting or finance, or an equivalent combination of education and work experience
• Minimum two (2) years of demonstrated experience in a similar role
• Basic experience in accounting and/or finance
• Experience with computer systems and applications such as Windows, word processing software, spreadsheets, databases, the internet and email
• Excellent communication, interpersonal and customer service skills
• Experience interpreting, explaining and applying policies and regulations
• Experience in bilingual administrative writing
• Experience producing reports
• Experience in team supervision<