Senior Officer, Administrative Support

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

6

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Administration, Business Management Services

Campus:

Tabaret Hall

Union Affiliation:

N/A

Date Posted:

May 31, 2024

Closing Date:

June 10, 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:

Non-Union Grade NC5 - 35 hrs

Salary Range:

$63,346.00 - $78,620.00

Position Purpose:
Reporting to the Associate-Supervisor, HR Administrative Support, the incumbent plans and coordinates 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.

In this role, your responsibilities will include:

• 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.
• 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.
• Reporting: Prepare various moderately complex reports, on a scheduled as well as ad-hoc basis, on financial transactions, accounts, payroll, budget projections, and human resources-related data for the sector to provide recommendations to managers and to support long term resources planning.
• Documentation: Write and maintain procedure manuals for internal use on procedures, processes and systems related to the incumbent’s responsibilities.

What you will bring:

• Advanced knowledge of administration, accounting, financial and human resources principles normally acquired through postsecondary studies in a related discipline or an equivalent combination of education and work experience
• Minimum 3 years of demonstrated experience in a similar role
• Knowledge of computer systems and software including financial systems, spreadsheets, databases, Internet and e-mail
• Experience in interpreting, explaining and applying policies and regulations
• Experience working in a unionized environment and in interpreting collective agreements
• Experience in preparing reports
• Ability to produce high quality work under pressure while meeting strict deadlines
• Strong interpersonal and communication skills
• Strong organizational skills
• High level of discretion
• Bilingualism – French and English (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 e