Intermediate Administrative Assistant

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Posting Reason:

Temporary replacement of a regular position

Job Type:

Employee

Anticipated Duration in Months (for contracts and temporary assignments):

18

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Operations_School of Psychology

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2026/03/26

Applications must be received BEFORE (YYYY/MM/DD):

2026/04/06

Hours per week:

35

Salary Grade:

SSUO Grade 07

Salary Range:

$59038,00 - $74574,00

About the Faculty of Social Sciences
The FSS comprises nine departments, schools and institutes, which offer undergraduate, masters and doctoral programs in both English and French. With its 10,000 students, 260 full-time professors, and wide array of programs and research centres, the Faculty of Social Sciences plays a key role at the heart of the University of Ottawa. Its graduate students are supervised by excellent researchers and undertake cutting-edge research in the Faculty's masters and Ph.D. programs. Along with its complement of about 100 administrative employees, the faculty is proud to provide a collaborative working environment that inspires new ideas, encourages creative ingenuity, and promotes excellence.

Position Purpose

Provide administrative support to the School's management as well as to the Psychology School's administrative office, in order to ensure the smooth functioning and to support the implementation of activities and projects. Provide frontline customer service, including welcoming, informing, and directing internal and external clients. Perform tasks to support daytoday operations, physical and material resources, budgets, and the recruitment activities of the department's teaching staff, while respecting procedures and regulations.

In this role, your main responsibilities will include:

• Client services: Welcome, inform, and direct internal and external individuals on behalf of the Director and the School. Receive and screen correspondence and phone calls addressed to the Director and the School, assess their relevance and urgency to ensure appropriate followups, and involve the Director when necessary. Serve as a resource person for internal and external clients regarding inquiries related to departmental programs, procedures, and regulations to ensure understanding.

• Administrative Writing and Governance Support: Draft and revise documents using templates and coordinate the translation of administrative correspondence on behalf of the Director and the School. Responsible for updating the School's regulations based on changes communicated by management. Attend management meetings to take minutes and prepare meeting records to ensure followup on decisions made. Prepare memos, announcements, presentations, publications, and other related documents from handwritten notes to support the Director. Responsible for updating the School's website.

• Calendar and Meeting Management: Manage the Director's calendar, schedule and confirm appointments to ensure optimal use of their time. Organize and coordinate meetings and committees chaired by the Director, as well as any other requested meetings, to ensure smooth operations. Prepare and distribute required documentation and files, and ensure followup on decisions made.

• Coordination of Physical Resources and Access: Perform administrative activities supporting daytoday operations related to space management, in collaboration with the Faculty Building Manager. Responsible for key management and maintaining an uptodate registry of key holders. Receive client requests and take action. Manage the use of rooms and spaces assigned to graduate students. Assign offices and ensure followups.

• Budget Coordination: Support the Operations Supervisor in coordinating various financial activities in compliance with processes and regulations. This includes coordinating payments for reimbursements and invoices, monitoring expenses, and ensuring that spending aligns with regulations, agreements, and allocated budgets. Coordinate administrative processes related to graduate student scholarship programs. Prepare various reports on a fixed schedule or as needed, including financial operations, accounts, budget forecasts, and other financial data, to make recommendations to the manager and support resource planning.

• Payroll Verification: Verify the accuracy of payroll reports for the School, including APTPUO and CUPE contracts. Liaise with the Faculty payroll administration team, or with the Payroll Service when needed, to correct discrepancies.

• Procurement Coordination: Coordinate purchasing activities for the School and its laboratories by identifying needs and collaborating with the University's procurement specialists. Monitor stock levels of various supplies, track demand trends, and replenish inventory to meet internal client needs. Oversee regular maintenance of storage areas and maintain records of stored items.

• Faculty Recruitment: Coordinate logistics related to the hiring processes for teaching staff, including job postings (with the Dean's Office), selection processes, interviews, and the onboarding of new employees to support the department's operational needs.

• Records Management: Establish and maintain an effective filing system to preserve confidentiality and ensure the availability of complete and accurate documents for future consultation or audits. Responsible for the School's records archiving process. Maintain a reminder system for files requiring followup.

What you will bring:

• Knowledge of administration normally acquired through postsecondary studies or equivalent experience

• Minimum of 2 years' experience in a similar role

• Knowledge of the University's structure, the Faculty, its academic programs, and academic regulations would be an asset

• Experience interpreting, explaining, and applying policies and regulations

• Experience in bilingual administrative writing

• Ability to produce highquality work under pressure while meeting tight deadlines

• Strong interpersonal communication, teamwork, and problemsolving skills

• Demonstrated ability to respect diversity and adopt inclusive behaviour, responding with sensitivity and selfawareness to the unique needs of clients, including visible and nonvisible dimensions of diversity

• Strong organizational skills

• Knowledge of computer systems and software, including financial systems, spreadsheets, databases, Internet, and email

• Bilingualism - French and English (oral 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 [email protected] 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.