Senior Assistant, Administrative Support

Anticipated Duration in Months (for contracts and temporary assignments)

N/A

Replacement of a regular position

Employee

N/A

Administrative Support

1

Administration Office, Faculty of Arts

Main Campus

SSUO

2026/02/26

2026/03/09

35

SSUO Grade 08

$64,865.00 - $81,935.00

About the Faculty of Arts
The oldest and one of the biggest faculties at the University of Ottawa. The Faculty of Arts has evolved to be one of the leading faculties on campus. Now more than ever, the new economy needs thinkers, communicators, and creators. Whether you are interested in the Humanities, Languages and Literatures, or Fine and Performing Arts, the Faculty of Arts offers students an education for today's and tomorrow's workplace!

The Faculty of Arts is dedicated to creating a diverse, equitable and inclusive environment for everyone.

Reporting to the Chief Administrative Officer, provide administrative support to the Faculty's Dean's Office management team to ensure the smooth running of the office and support the implementation of activities and projects. To this end, the incumbent may be called upon to organize meetings, coordinate correspondence and communications, manage the calendar, arrange travel, prepare documents and reports, coordinate administrative and academic processes, coordinate assigned events and projects, including the Dean's alumni relations and development projects.

• Client services: Greet, inform and redirect internal and external customers on behalf of the Dean's Office. Receive and screen correspondence and telephone calls, judge their relevance and urgency to ensure follow-up and involve the academic or administrative management, when necessary.

• Administrative writing: Draft and revise documents from templates and coordinate the translation of administrative correspondence on behalf of Faculty management. Develop and maintain templates for official outgoing communications from the Dean's Office, respecting University rules and protecting the department's image. Attend meetings chaired by members of the deanship to take minutes and draft minutes to ensure follow-up on decisions taken. Prepare presentations, brochures, publications and other related materials to support the deanship.

• Calendar and meeting management: Manage the Dean's office calendar, scheduling and confirming appointments to ensure optimal use of time. Organizes and coordinates the holding of meetings and committees chaired by management and any other meetings or special events requested to ensure the smooth running of these activities.

• Communication: Develops, implements and maintains effective communications with all units reporting to the Dean's Office to ensure proper coordination of activities and events. Act as contact person for communications with external clients on behalf of the Dean's Office.

• Travel arrangements: Coordinate travel arrangements for the Dean. Research supplier companies to obtain cost estimates and make necessary reservations in accordance with University procedures and regulations.

• Records management: Ensure the updating and distribution of various up-to-date tables, checklists and e‑mail lists. Establish and maintain an effective filing system to preserve the confidentiality of records and ensure the availability of complete and accurate documents for future reference or audit.

• Strategic Projects/Initiatives: Support the Dean's Office in the planning and implementation of priority, strategic and highly confidential projects. Plan and implement administrative and special project activities arising from files under the Dean's responsibility, such as detailed analyses, drafting of official documents, briefs, report development and preparation of presentations.

• Event management: Manage and organize all logistics for events under the Dean's responsibility, such as…