Intermediate Administrative Assistant, Dean’s Office

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Position purpose:

Reporting to the Specialist Academic Human Resources the incumbent provides administrative support to the academic executive to ensure smooth office operations and support the implementation of projects and activities. To this end may be required to organize meetings coordinate correspondence and communications manage schedules arrange travel prepare documents and reports coordinate administrative and academic processes and coordinate events and assigned projects.

In this role your responsibilities will include:

• Customer Service: Greets informs and redirects internal and external customers on behalf of the academic executive. Receives and screens correspondence and phone calls for the academic executive determines their relevance and urgency to ensure follow-up and informs or involves the academic executive as necessary. Serves as a resource person for students and faculty for procedural matters relating to cases of academic fraud grade appeals and internship failures.

• Administrative Writing: Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of the academic executive. Attends meetings chaired by the academic executive to take notes and prepare minutes to follow up on decisions made. Prepares presentations brochures publications and other related documents from handwritten notes to support the academic executive. Prepares applications for submission to the Senate or other uOttawa authorities for approval and follows up as necessary to receive and communicate the decisions made.

• Schedule and Meeting Management: Manages the academic executives calendar and schedules and confirms meetings to optimize use of time. Organizes and coordinates scheduling of meetings for committees chaired by the academic executive and any other assigned meetings or special events to ensure these activities run smoothly. To this end reserves meeting rooms maintains updated list of members prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files and follows up on decisions made. May be required to attend meetings in the event the academic executive is absent.

• Collective Agreements: May be required to provide administrative support for activities related to faculty collective agreements such as contract renewals tenure requests promotions and leaves of absence to ensure various strict deadlines are met.

• 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 follow-up.

What you will bring:

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

• Minimum three years of demonstrated experience in a similar role

• Experience using computer systems and applications 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 department and its programs of study and the academic regulations

• 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 tight deadlines

• Initiative self-reliance and good judgment

• Good organizational skills

• Bilingualism English and French (spoken and written)

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