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Administrative Assistant

Office of Vice-President Governance - Administration

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Job Type: Regular Full Time

Open Positions: 0

Posting Date: September 14, 2017

Closing Date: September 24, 2017

Union affiliation: NC

Job Reports To: Chief of Staff

Job description

Salary (Grade: NC5)

Hiring salary range

Position Purpose

Performs a variety of administrative, communication and liaison tasks as well as reception duties with a minimum of supervision. Provides support directly to the University Secretary. Manages and coordinates a large number of complex, confidential files. Communicates fluently in both official languages with a variety of people from different backgrounds. Drafts letters and memoranda in French and English.

Essential Qualifications

Proven knowledge of, and experience in, office administration, secretarial work and reception normally acquired through postsecondary education or equivalent experience
Experience in customer service
Experience in using computer systems and software such as Windows, word processors, spreadsheets, calendar applications, databases, email programs, Microsoft PowerPoint and Web browsers
Experience in bilingual writing and excellent knowledge of French and English spelling and grammar
Experience in coordinating meetings, trips and events
Experience in performing analyses, conducting research and generating reports
Organizational skills and the ability to work under pressure
Ability to set priorities and check quality of own work
Excellent interpersonal and communication skills
Sound judgment, self-sufficiency, diplomacy, tact and initiative
Bilingualism (spoken and written)

Key competencies required at the University of Ottawa:
Planning: Organize in time a series of actions or events in order to realise 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.


All qualified candidates are invited to apply; however, preference will be given to Canadian citizens and permanent residents. The University of Ottawa is an equal opportunity employer. We strongly encourage applications from women, Aboriginal peoples, persons with disabilities and members of visible minorities. If you are invited to continue the selection process, please notify us of any particular adaptive measures you might require.

This position is excluded from all union accreditation units. Applications from employees holding regular non-unionized positions will be considered first. Priority will be given to employees who have an entitlement as defined by their collective agreement or university policies. The University also accepts external applications, they will be selected in second place. Schedule with an average of 35hrs/week. Workshops offered by Leadership, Learning and Organizational Development that you have taken may be considered an asset if you apply for a position at the University. Donít forget to list them on your CV. We thank all candidates for applying. We will only contact candidates selected for further consideration. Any information you send us will be handled respectfully and in complete confidence. Remember to upload a copy of your diploma(s) or a certificate of merit as well as a current version of your CV into the My documents section of your career profile (please include the job ID number, i.e. J0000-0000, in the title of your document).

Thank you for your interest in a position with University of Ottawa. This posting has now closed. To view our current available career opportunities, please visit our Career Opportunities page.