Senior Officer, Administrative Support

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

24

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

SEPH Operations

Campus:

Roger Guindon Hall

Union Affiliation:

SSUO

Date Posted:

August 29, 2024

Closing Date:

September 09, 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 08

Salary Range:

$62,218.00 - $78,589.00

About the Faculty of Medicine
Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.

Position Purpose:

Plan and coordinate activities related to the administration of financial, human, physical and material resources of the sector in order to provide support and advice to managers and to ensure that the policies and procedures are well understood and properly implemented.  3

Typical Accountabilities:

• Financial and budget: Coordinate the ongoing financial transactions and all activities and processes related to the administration of internally and/or externally funded budgets of the sector to maintain financial integrity and transparency and to ensure compliance with established policies. Perform all research and analysis necessary to provide recommendations to managers and/or researchers on the effective preparation of budgets, budget projections and shortfalls to maximize revenue and contain expenditure.

• Payroll: Prepare requests for remuneration, and required documentation for the generation of contracts, and administer remuneration for casual and term employees to ensure compliance with established policies and to minimize the possibility of a negative impact on the affected employee, such as an interruption in pay. Verify payroll reports for accuracy and liaise with Payroll Services to reconcile any inconsistencies.

• Human resources: Act as resource person for the sector with regards to inquiries related to classification, staffing, total compensation, and leave and performance evaluation to interpret collective agreements and policies, explain procedures, and facilitate processes. Share management tools to strengthen employee engagement within the sector with the objective of maximizing productivity and minimizing turnover. May act as 2nd level approver for leave requests to ensure compliance with current policies. Coordinate the process for the Work Study program (from posting to cost recovery) to support operational needs of the sector.

• Physical resources: Manage the physical resources to ensure the most efficient use of space for the sector. To this end, receive, analyze and treat new requests, coordinate room setup and signage, and ensure that accessibility standards are met at all times. Maintain accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records. Act as Health and Safety representative for the sector, to ensure proper communication of health and safety-related policies and practices and monitor compliance in order to minimize risk to students and staff.  

• Material resources: Act as resource person for the sector with regards to inquiries on procurement policies, procedures and suppliers to ensure proper interpretation and compliance. Manage material resources of the sector to ensure that there is equipment available to meet operational needs. To this end, purchase goods and services, and create services contracts, on purchase order or on credit card, in compliance with all relevant policies.  

• Records management: Maintain 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.

• Project management: Plan and manage assigned projects. To