Project and Administration Officer

Job title: Project and Administration Officer

Job description: The University of Ottawa—A crossroads of cultures and ideas
The University of Ottawa is home to over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroads of cultures and ideas, where bold minds come together to inspire game-changing ideas. We are one of Canada’s top 10 research universities—our professors and researchers explore new approaches to today’s challenges. One of a handful of Canadian universities ranked among the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from across the globe. Our employees come together around the shared purpose of constant improvement, personal development, service excellence, teamwork and a passion for learning with a desire to make uOttawa and the world a better place. Everyone’s contributions are valued, we all play a part in making uOttawa a world-class institution. Most importantly, we make it possible for you to achieve your full potential. Because at uOttawa, you belong!

Position purpose:
Reporting to the Director, Business Management, provides administrative support, primarily through scheduling meetings and managing his calendar. In this hybrid role, the incumbent carries out certain administrative functions, coordinates and manages a wide variety of projects across the institution, communicates with internal and external stakeholders directly on behalf of senior advisors, schedules meetings, prepares meeting files, researches issues, conducts analyses and composes correspondence.

In this role, your responsibilities will include:

• Manage and coordinate the schedule of the Director, Business Management, which may involve conflicting demands and short-notice changes requiring immediate solutions, in order to plan timelines accurately, prioritize urgencies and communicate with key participants.
• Plan, coordinate and organize official meetings and ensure that meetings are conducted in accordance with the relevant governance regulations and procedures. This includes compiling research and other support materials, preparing briefing materials, preparing minutes and following up on outstanding items/issues resulting from the meetings, translation, production and timely distribution of all documents including notices of meetings, agendas, and reports, as per expected deadlines.
• Contribute to the conceptualization, development and implementation of special projects and plans to ensure the ongoing effectiveness of the decision-making process.
• Assist in the management of complex administrative files, such as detailed analysis, drafting of acknowledgements and official documents and reports.

What you will bring:

• Knowledge of administration, project management or a related field, normally acquired through a university education, or equivalent experience
• At least seven years of senior administrative and project management experience in a corporate or public sector setting
• Proven ability to work in close cooperation with senior managers and to coordinate the activities of an executive office
• Ability to take a leadership role in demonstrating best practices in administration and office management and confidential documents management
• Ability to prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures
• Must have a high degree of initiative to make independent informed decisions
• Knowledge of the Canadian university sector and its related key issues and knowledge of how the University senior management team operates and takes decisions is considered an asset
• Knowledge of how a university operates, its governance, structure and administrative processes considered an asset
• Advanced knowledge of computer systems and applications, such as Windows, word processing software, presentation software, spreadsheets, the internet, email and electronic scheduling tools
• Experience in project management considered an asset
• Ability to develop a network of key formal and informal contacts to call upon for various requests
• Ability to handle a wide variety of complex and confidential matters with diplomacy and discretion
• Ability to perform in-depth research using internal and external sources
• Excellent oral and written communication skills with a particular emphasis on strong writing, proofreading and editing skills
• Significant customer service experience and ability to deal effectively with diverse and sometimes high profile clients, such as donors, senior business executives, community leaders, dignitaries, influential community members, elected officials, professors, employees, students and alumni
• Ability to work flexible hours
• 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 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.

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 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 to find out more.

Company: University of Ottawa

Expected salary: $63584 – 80318 per year

Location: Canada

Job date: Fri, 10 Dec 2021 05:40:05 GMT

Job Source: Careerjet.ca

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