Job Family:

Administrative Support

Union affiliation:

SSUO

Faculty/Department:

Administration, Department of Physics

Campus:

Main Campus

Date Posted:

May 08, 2025

Applications must be received BEFORE:

May 19, 2025

Position Purpose
Reporting to the Lead Officer, Administrative Support, the incumbent assists with and performs a variety of tasks to support the administrative operations of a department, 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 administrative 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.

• 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.

• Financial Operations: Provides basic support for the financial operations of the department/program/event by performing a variety of tasks in keeping with established policies, such as administering petty cash, preparing deposits, making journal entries and entering data into the financial system. Participates in the invoicing process: prepares, sends and pays invoices, receives payments from customers and follows up on them.

• 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 incumbent’s responsibilities.

What you will bring:

• Postsecondary education in administration and office technology with courses in accounting or finance, or an equivalent combination of education and work experience

• Minimum two (2) years of demonstrated experience in a similar role

• Basic experience in accounting and/or finance

• 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

• Experience in team supervision

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

• Initiative, self-reliance, good judgment

• Strong organizational skills

• Bilingualism – English and French (spoken and written)

#LI-Onsite

The University of Ottawa is committed to ensuring equity, diversity, and inclusion in the scholarly and leadership environments of our students, staff, and faculty. Accordingly, we strongly encourage applications from Indigenous Peoples in Canada, visible minorities members (racialized persons), persons with disabilities, women, as well as from all qualified candidates with the skills and knowledge to productively engage with equitable, diverse, and inclusive communities. Candidates who wish to be considered as a member of one or more designated groups are asked to complete the confidential Self-Identification Questionnaire, to be completed at the time of application.

All qualified candidates are invited to apply; however, preference will be given to Canadians and permanent residents. When submitting your application, please indicate if you are legally entitled to work in Canada

The University of Ottawa provides accommodations for applicants with disabilities throughout the recruitment process. If you are invited to proceed in the selection process, please notify us of any accommodations that you require by contacting the Office of the Vice-Provost, Faculty Relations by email at vra.affairesprofessorales@uottawa.ca. Any information you send us will be handled respectfully and in complete confidence.

The University of Ottawa is proud of its 160-year tradition of bilingualism. Through its Official Languages and Bilingualism Institute, the University provides training to staff members and to their spouses in their second official language.

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.