Administrative Assistant

Position Purpose

Assists with and performs a variety of tasks to support the administrative operations of a department, specific program or event, while ensuring compliance with applicable policies and procedures.

• Administrative Tasks:
  Performs a variety of administrative tasks to support the 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.
• Meeting Organization:
  Provides administrative support for organizing and coordinating meetings and events to ensure they run smoothly. For this purpose, reserves meeting rooms, makes any necessary catering arrangements, and prepares meeting agendas and any other documents.
• 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.
• Purchasing and Inventory Control:
  Makes decentralized purchases of goods and services for the department/program/event, on purchase order or on credit card, in compliance with all relevant policies. Controls an inventory of various supplies, tracks the demand and replenishes stock to meet the needs of internal clients.
• Reporting:
  Provides various simple reports, on a scheduled or ad-hoc basis, on activities of the department/program/event to support ongoing operations and strategic planning.
• 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.
• Coordination of Junior Workers:
  As needed, delegates tasks to more junior resources, mainly students hired as part of the Work-Study Program (WSP), and ensures that tasks are completed according to the stated norms and instructions.
• Physical resource maintenance:
  Conduct periodic and ad-hoc inspections of facilities, equipment, and materials under your responsibility to ensure that they are safe and operational at all times. Identify major repair work. Answer general questions about related policies and report anomalies to your supervisor.

• Postsecondary education in administration and office technology, or an equivalent combination of education and work experience
• Minimum two (2) years of demonstrated experience in a similar role
• 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
• Ability to produce high quality work under pressure while meeting strict deadlines
• Initiative, self-reliance and good judgment
• Strong organizational skills
• Bilingualism – English and French (spoken and written)

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…