Administrative Assistant

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Posting Reason:

Temporary replacement of a regular position

Job Type:

Employee

Anticipated Duration in Months (for contracts and temporary assignments):

6

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Centre on Public Management and Policy_Administration

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2026/10/05

Applications must be received BEFORE (YYYY/MM/DD):

2026/10/16

Hours per week:

35

Salary Grade:

SSUO Grade 06

Salary Range:

$56,858.00 - $71,822.00

About the Faculty of Social SciencesThe 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

The purpose of this position is to provide administrative and logistical support essential to the Centre on Public Management and Policy’s (the Centre’s) activities, programs and events.

In this role, your main responsibilities will include : 

• Event coordination:  Coordinates logistics for the activities, programs, alumni and general events, including registration process.  Coordinates communication to participants about upcoming programs. Organizes evaluations of the Centre’s programs by updating forms, compiling results and presenting them to management. Maintains a calendar of the Centre’s events; receives and schedules events in the public calendar. .
• Technical support:  Provides immediate support during classroom and video/audio conference malfunctions by troubleshooting the issue and finding a solution.  Ensures proper connect of the program rooms and individual users for hybrid learning sessions.
• Financial Activities:  Assists in the operations related to financial accounts, by preparing invoices for the courses offered and ensuring a follow up.  Ensures that funds are deposited in accordance with University and Faculty policy and procedures. Acts as a backup to the Administrative coordinator in the preparation of financial and other administrative documents.
• Travel coordination:  Coordinates and completes the various requests for advances and reimbursements of travel expenses for the Certificate Programs and short course offerings.  Calculates and verifies all receipts received and ensures that the requests respect University and Faculty policies and procedures.  Organizes all administrative support for assigned study tours planned for the Certificate Programs or Short Courses, and accompanies groups to provide logistical support where appropriate.
• Contract coordination: Updates proposals approved by the Manager for submissions to external clients, and communicates with instructors based on availability and costs. Responsible for the coordination of contracts (honorariums and professional fees) and ensures that all relevant policies, procedure and laws are respected. Ensures the control of all written agreements with course instructors and staff.  Processes expenditures and disbursements in accordance with the written agreements.
• Marketing and Publications: Updates the website regularly and makes changes as requested.  Sends out newsletter to alumni on current offerings for the Centre, ensuring a current and accurate list of recipients. Proofreads materials in advance of distribution and adjusts format as required.
• Administrative support:  Offers an administrative and reception support to the Centre in an efficient and professional manner. Responds to all queries through e-mail, telephone, etc. by ensuring that clients are directed to the appropriate individuals.  Corresponds with appropriate person when physical resources need attention.
• Information coordination:  Maintains a database with all relevant course materials for participants. Maintains a database in order to track students and alumni to the certificate programs, participants in short courses, potential clients and instructors.  Produces reports and materials for the programs as required.  

 

What you will bring :

• Postsecondary education in administration or an equivalent combination of education and work experience.
• Minimum of two (2) years of demonstrated experience in a similar role.
• Experience in applying policies, procedures and methods.
• Experience in event planning and organization.
• Excellent communication skills.
• Demonstrated ability to respect diversity and use inclusive behavior, responding with sensitivity and self-awareness to the unique needs of clients and staff, including visible and non-visible dimensions of diversity.
• Excellent organizational skills and ability to establish priorities.
• Demonstrated ability for creativity.
• Ability to work independently.
• Experience in dealing with confidential information.  Ability to ensure the protection of confidential information.
• Knowledge of computer systems and software including financial systems, spreadsheets, databases, Internet and email.
• Knowledge of technology related to hybrid classroom technology (would be an asset)
• Ability and willingness to work on a flexible schedule on a regular basis and to travel on occasion.
• Bilingualism – French and English (spoken and written)

Bilingualism: French and English (spoken and written); to be considered for this position, candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

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 inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.