Intermediate Administrative Assistant, Faculty Governance

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Dean's Office

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

May 05, 2025

Applications must be received BEFORE:

May 16, 2025

Hours per week:

35

Salary Grade:

SSUO Grade 07

Salary Range:

$59,038.00 - $74,574.00

About the Faculty of Education

The Faculty of Education, along with its commitment to the promotion, advancement and dissemination of knowledge in the field of education in general, is actively involved in teacher training. Located on the unceded ancestral lands of Algonquin peoples, the Faculty of Education is proud to promote equity, diversity, and inclusion. Moreover, according to the latest QS ranking, our faculty is ranked among the top 100 in the world, and fifth in Canada, for research.

Position Purpose:

Provides logistical and operational support to ensure efficient faculty governance operations, including scholarship and bursary awarding procedures. Provides administrative support to academic leadership to ensure that the office runs smoothly. Supports implementation of activities and projects. To this end, may be required to organize meetings, co-ordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, co-ordinate administrative and academic processes, and co-ordinate events and assigned projects. Supports academic operations and activities to recruit teaching staff, following University policy and procedures

In this role, your responsibilities will include:

• Provides the vice-dean, governance and student affairs, the necessary information regarding scholarship and bursary awarding criteria and awarding procedures, to facilitate the latter’s decision making. Updates information on scholarships and bursaries on the Faculty’s various communication platforms, to offer information that is as accurate as possible. Writes messaging to promote scholarships and bursaries to students and professors.

• Conducts research; compiles data and statistics; creates presentations on reports, analyses and special projects; and drafts, translates, edits, proofreads or adapts various types of documents, to meet the objectives of the vice-dean, governance and student affairs. Co-ordinates record archiving. Maintains a reminder system for files requiring followup.

• Provides logistical and operational expertise to support and ensure optimal Office of the Vice-Dean, Governance and Student Affairs, operations, organizing and planning special projects and various events, prioritizing emergencies, contacting key people and independently following up on all process-related requests and faculty governance matters.

• Offers logistical and operational expertise to ensure that elections for various committees (Faculty, statutory, ad hoc, etc.), as well as appointment of program directors and vice-deans, are properly handled, so that they run optimally in accordance with Faculty and University policies and regulations.

• Greets, informs and redirects internal and external clients on behalf of the academic leadership. Receives and screens correspondence and phone calls for the academic leadership, determining their importance and urgency, to ensure follow up and involve the academic leadership when necessary. Serves as a resource person for students and professors on procedural issues related to academic fraud, grade appeals and failed practicums.

• Writes and edits documents based on templates and co-ordinates translation of administrative correspondence on behalf of the academic leadership. Attends meetings chaired by the academic leadership, taking minutes and drafting agendas to ensure followup on decisions taken. Prepares presentations, brochures, publications and other related documents based on handwritten notes to support the academic leadership. Prepares requests for submission to the Senate or to senior University officials for approval, and does the necessary followup to know and convey decisions taken.

What you will bring:

•  Post-secondary education in administration and office technology, or an equivalent combination of education and work experience

• Three years’ experience in a similar role

• Excellent communication, interpersonal and customer service skills

• Tact, diplomacy, discretion and good judgment

• Knowledge of University, Faculty and program structure and academic regulations (an asset)

• Experience in interpreting, explaining and applying policies and regulations

• Experience in administrative writing and producing reports

• Ability to produce high quality work under pressure while meeting strict deadlines

• Organizational skills and self-direction

• Bilingualism — French and English (spoken and written)

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa: 

Planning: Organize in time a series of actions or events in order to realize 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.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected 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.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.