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Senior Administrative Assistant

  • Job
    Full-time
    Mid Level
  • Research & Development
  • Ottawa
  • Quick Apply
    7d left

AI generated summary

  • You need a relevant degree, 4+ years in admin (preferably academic), strong customer service, bilingualism, computer proficiency, and skills in data analysis and reports.
  • You will support governance, manage schedules, liaise with offices, coordinate student mobility, assist with risk management, handle financial tasks, and prepare documentation efficiently.

Requirements

  • University degree in business administration or international studies or related field
  • Minimum four years' experience in an administrative position, ideally in an academic environment
  • Good knowledge of university curricula, particularly admission requirements for international internships, field research courses and international exchanges would be an asset
  • Knowledge and experience in applying and interpreting school, faculty and university regulations
  • Customer service experience in an academic support relationship to advise and guide students
  • Knowledge of personal, social, academic and systemic barriers to academic success
  • Experience in analyzing or synthesizing data and producing various reports
  • Experience in the use of computerized systems: word processing, database, spreadsheet, e-mail, Internet, web content management as well as school and financial systems
  • Ability to exercise diplomacy, discretion and confidentiality
  • Excellent interpersonal and communication skills
  • Ability to produce high-quality work under pressure, while respecting strict deadlines
  • Bilingualism - French and English (oral and written)

Responsibilities

  • Faculty governance: Support the VDGI in the management and follow-up of faculty governance issues. Conduct research, analyze data or information gathered and prepare various reports. Ensure administrative planning and material organization of committees and various meetings. Work in collaboration with the VDGI and the Chief Administrative Officer to fulfill the “Secretary of the Faculty” responsibilities of the VDGI, such as the preparation of agendas and minutes. Resource person and contact for processes and schedules related to FSS governance.
  • Reception and Liaison: Coordinate and liaise with various Faculty offices, academic units, other University faculties, central administration and external organizations. Receive, analyze and filter all communications sent to the VDGI and the Undergraduate Vice Dean's Office and ensure follow-up. Greet and provide accurate and relevant information to students, while ensuring courteous and efficient service in accordance with service excellence standards.
  • Student Mobility: Carry out various academic and administrative tasks related to the coordination of internships, field research courses and all other experiential learning activities, as well as international exchanges, in order to ensure the smooth running of the sector's activities. Meet with students to prepare and equip them for international travel, whatever the nature of their course. Develop and deliver group training courses to prepare students for international travel. Support the Senior Specialist in organizing travel and managing the risks associated with international travel for students and teachers.
  • Internationalization of the Faculty: Organize meetings with authorities of other countries, embassies or other international representatives. Liaison with the Office of the Associate Vice-Rector for Student Affairs and the Office of the Vice-President, International and Francophonie, uoInternational.
  • Risk Management Program: Support the Senior Specialist with the Clinical Placement Management Program. To this end, make the necessary arrangements with external agencies and with students to ensure that they meet the legal requirements for their clinical placements and/or the medical requirements for their international mobility (if required).
  • Assistant to the Vice-Dean: Manage the schedule of the Vice-Dean for Governance and Internationalization and the Vice-Dean for Undergraduate Studies and ensure coordination of their activities. Support the Vice-Deans in the application of policies and procedures, and propose changes to these procedures. Update websites in compliance with accessibility standards.
  • Financial activities: Carry out various tasks related to financial planning and management operations for the sector's activities, in compliance with University and Faculty regulations and standards.
  • Documentation: Prepare correspondence, forms and all other documents related to the sector's activities, in particular documents to be submitted to the Senate or higher University authorities for approval. Write and update procedure manuals, for internal use, on procedures, processes and systems related to the responsibilities of the incumbent and the sector. Ensure the quality of written communications in both languages.

FAQs

What are the primary responsibilities of the Senior Administrative Assistant position?

The main responsibilities include supporting the Vice-Dean of Governance and Internationalization with faculty governance, coordinating student mobility activities, managing communications, engaging in financial planning, and preparing documentation.

What qualifications are required for this position?

A university degree in business administration, international studies, or a related field is required, along with a minimum of four years' experience in an administrative position, preferably in an academic environment.

Is bilingualism necessary for the role?

Yes, bilingualism in French and English (oral and written) is required for this position.

How many hours per week is this position?

This position requires 35 hours of work per week.

What is the salary range for this position?

The salary range is between $62,218.00 and $78,589.00.

When is the application deadline for this position?

Applications must be received before November 08, 2024.

Is experience in a university setting preferred for this role?

Yes, experience in a university environment is ideal for this position, particularly regarding knowledge of university curricula and administrative procedures.

Who will the Senior Administrative Assistant be supporting?

The Senior Administrative Assistant will support the Vice-Dean, Governance and Internationalization, as well as the Senior Specialist, Internships and Experiential Learning.

Will I need to manage communications for the Vice-Dean’s office?

Yes, the role involves receiving, analyzing, and filtering communications sent to the Vice-Dean and ensuring timely follow-up.

Are there opportunities for training in this position?

Yes, the position includes the responsibility of developing and delivering training courses for students preparing for international travel.

Is this position part of a union?

Yes, this position is affiliated with the SSUO union.

What kind of work environment can I expect?

You can expect a collaborative working environment that encourages creativity, teamwork, and excellence within the Faculty of Social Sciences.

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The University of Ottawa is the largest bilingual university in the world, where it is possible for students to study in English, in French, or in both languages. Located in the capital of Canada, a G7 nation, we have ready access to the great institutions of our country. Our breakthroughs in different disciplines attract global attention, reflecting our ranking among Canada’s top 10 research universities and our ongoing drive to discover.