Intermediate Administrative Assistant

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Under the supervision of the Senior Officer Administrative Support to the School Direction provides administrative support to the Assistant Director of the graduate programs of the School of Nursing to ensure smooth office operations and support the implementation of activities and projects. Provides frontline client service and in particular greets internal and external clients provides them with information and refers them to the appropriate person or service. Provides support for academic operations and for teaching staff recruitment activities while complying with the Universitys procedures and regulations.

Note: This is a temporary assignment or contract to replace an employee on leave until June 26 2026.

In this role your responsibilities will include:

• Customer Service: Greets informs and redirects internal and external clients on behalf of the chair. Receives and screens correspondence and phone calls intended for the chair determines their relevance and urgency to ensure followup and informs the chair as necessary. Acts as a resource person for internal and external clients for inquiries pertaining to faculty programs procedures and regulations in order to ensure understanding.

• Administrative Writing: Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of the chair. Attends management meetings to take notes and minutes to follow up on decisions. Prepares presentations brochures publications and other related documents from handwritten notes to support the chair.

• Schedule and Meeting Management: Manages the Assistant directors calendar and schedules and confirms meetings to optimize use of time. Organizes and coordinates meetings and committee meetings led by the chair and any other assigned meetings to ensure these meetings run smoothly. To this end maintains updated lists of members and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files and follows up on decisions.

• Recruitment of Academic Staff: Coordinates logistics for hiring teaching assistant staff including posting jobs and selecting interviewing and onboarding candidates in order to support the departments operational needs.

• Academic Operations: Performs a variety of tasks to support the departments academic operations. To this end coordinates the management of course and exam schedules in order to avoid conflicts in joint programs. Coordinates and controls classroom allocation based on enrollment projections (such as enrollment limits) professors needs and University regulations. Coordinates textbook orders so that they arrive on time and are sufficient in number.

• File Management: Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete accurate records for future reference or audit purposes. Coordinates document archiving. Maintains a reminder system for files requiring followup.

• Reporting: Performs analysis and research and compiles data statistics and other information to produce reports to further the chairs discussions decision making special projects and activities.

• Documentation: Drafts and updates documents for internal use on procedures processes and systems related to the incumbents responsibilities.

What you will bring:

• Postsecondary education in administration and office technology or an equivalent combination of education and work experience

• Minimum two years of demonstrated experience in a similar role

• Experience using computer systems and software such as Windows word processing software spreadsheets databases the internet and email

• Excellent communication interpersonal and customer service skills

• Knowledge of the structures of uOttawa the faculty and its programs of study and the academic regulations is an asset

• 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 autonomy and sound judgement

• Organizational skills

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.