Administrative Assistant

Join to apply for the Administrative Assistant role at University of Ottawa
.

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. This position is on‑site full time.

• Administrative Tasks:
  Executes 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. Reserves meeting rooms, makes any necessary catering arrangements, and prepares meeting agendas and 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 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 procedureslarına 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.
• Physicalellite Resource Maintenance:
  Conducts periodic and ad‑hoc inspections of facilities, equipment, and materials under your responsibility to ensure that they are safe and operational at all times. Identifies major repair work. Answers general questions about related policies and reports anomalies to your supervisor.

• Postsecondary education in administration and office technology, or an equivalent combination of education and work experience.
Sputnik 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).
توجه

• Planning: Organizes in time a series of actions or events gingen to realize an objective or a project. Plans and organizes own work and priorities in regular daily activities.
• Initiative: Demonstrates creativity and initiative to suggest improvements and encourage positive results. Is proactive and self‑starting. Shows availability and willingness to go above and beyond whenever possible.
• Client Service Orientation: Helps or serves others to meet their needs. Anticipates and identifies the needs of internal and external clients…