The University of Ottawa—A crossroads of cultures and ideas
The University of Ottawa is home to a dynamic community of over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroad of cultures and ideas, where bold minds come together to inspire game-changing ideas. We believe in the power of representation, and that increasing the diversity of our faculty and staff supports this objective. Our goal is to provide students with the best possible learning experience, in an environment that reflects the diversity of its people, their ideas, and their identities.
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!
About the Faculty of Medicine
Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.
Reporting to the Manager, Francophone Affairs, Provides administrative support to the service’s management to ensure smooth office operations and support the implementation of activities and projects. To this end, may be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, coordinate administrative processes, and coordinate events and assigned projects.
In this role, your responsibilities will include:
Customer Service: Greets, informs and redirects internal and external clients on behalf of the chair or director. Receives and screens correspondence and phone calls for the director, determines their relevance and urgency to ensure follow-up, and informs or involves the chair or director as necessary.
Administrative Writing: Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of the director. Attends management meetings to take notes and minutes to follow up on decisions. Prepares presentations, brochures, publications and other related documents from handwritten notes to support the chair or director.
Schedule and Meeting Management: Manages the chair or director’s calendar, and schedules and confirms meetings to optimize use of time. Coordinates meetings and committee meetings led by the chair or director. To this end, maintains updated lists of members, prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files, and follows up on decisions.
Travel Arrangements: Coordinates travel arrangements for the chair or director. Researches suppliers to obtain estimates and make the necessary reservations in compliance with uOttawa procedures and regulations. Assembles the necessary documentation, follows up and collaborates with other uOttawa sectors to finalize the payment of invoices and the reimbursement of travel expenses.
File Management: Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit purposes. Coordinates document archiving. Maintains a reminder system for files requiring follow-up.
What you will bring:
Postsecondary education in administration and office technology or an equivalent combination of education and work experience
Minimum two years of demonstrated experience in a similar role
Experience using 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 regulations
Experience in bilingual administrative writing
Experience producing reports
Ability to produce high quality work under pressure while meeting strict deadlines
Initiative, autonomy and sound judgement
Bilingualism – English and French (oral and written)
Bilingualism: French and English (spoken and written); to be considered for this position, 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.
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.