Senior Assistant, Administrative Support

Follow us on LinkedIn

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 responsibilit