Intermediate Administrative Coordinator

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Reporting to the Senior Manager of Talent Acquisition and Work Organization handles administrative tasks related to service provision for the International Employment and Immigration team including co-ordinating committees training meetings selection tests and regular communication effectively and rigorously. Assists with co-ordination of other Human Resources sections administrative tasks such as talent acquisition and work organization. Occasionally performs logistical tasks as part of special projects overseen by HR teams.

Handles sensitive information and files maintaining the highest level of confidentiality and discretion and ensuring accuracy. Demonstrates good judgment and autonomy in file management priority setting and service delivery.

In this job your responsibilities will include:

• Section operations: Performs various business tasks related to International Employment and Immigration team ongoing service delivery helping prepare documentation for immigration files assisting with relocation updating files and monitoring deadlines. Makes preparations for financial tasks on government portals and for bank reconciliations. Performs administrative tasks for work organization and talent acquisition staff.

• Client service and communications: Acts as a liaison between section managers clients partners specialists and other actors to ensure key information is properly shared. Manages incoming requests and conducts necessary followup. Prepares clear professional communications for sections.

• Meeting training and activity co-ordination: Supports smooth running of the sections regular activities training and -ordinates immigration consultations job evaluation committees and selection tests. Participates in overall section planning anticipating resource needs including material requirements and training and meeting space.

• Data and system management: Updates systems and databases to ensure data accuracy. Ensures section file organization and management in SharePoint OneDrive and Teams compliance with principles of confidentiality and privacy and implementation of University practices.

• Report and document production: Produces various reports for section managers to support activity operations and compliance. Updates document templates used by teams and databases.

What you will bring:

• Post-secondary education in administration or an acceptable combination of education and experience

• Minimum of 3 years relevant experience in administrative coordination

• Experience working on immigration files or regulatory processes (a key asset)

• Demonstrated experience in client service

• Experience working in a postsecondary institution or other complex organization is an asset

• Skills in the use all Microsoft Office software

• Skills in the use of web content management applications is an asset

• Strong organizational abilities and consistent attention to detail in a fast-paced environment

• Ability to produce high quality work in an environment with multiple strict deadlines

• Strong interpersonal and communication skills

• Demonstrated success working in a team setting

• Ability to occasionally work outside of normal office hours

• Ability to occasionally travel outside of the region

• Bilingualism French and English (spoken and written)

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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 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.