Administrative Assistant

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This posting is for two positions:

As an integral member of the Adapted Exam Centre team the Administrative Assistant is essential to its smooth daily functioning. With a primary focus (around 80% of the workload) on the precise printing and assembly of exams this role requires close collaboration with colleagues and responsiveness to supervisor instructions ability to prioritize lastminute printing requests strong problemsolving abilities and clear communication. Furthermore the position involves diligent inventory management to ensure uninterrupted operations all while maintaining rigorous attention to detail to safeguard exam integrity.

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.

In this role your responsibilities will include:

• 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 adhoc 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 incumbents responsibilities.
• Coordination of Junior Workers: As needed delegates tasks to more junior resources mainly students hired as part of the WorkStudy Program (WSP) and ensures that tasks are completed according to the stated norms and instructions.

What you will bring:

• 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
• Bilingualism English and French (spoken and written)
• 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 selfreliance and good judgment
• Strong organizational skills