Administrative Assistant
Institute of Fiscal Studies and Democracy
Ottawa, ON

Title:

Administrative Assistant (Bilingual)

Job Summary:

The Institute of Fiscal Studies and Democracy (IFSD) is a research think tank affiliated with the University of Ottawa. The IFSD (www.ifsd.ca) seeks an experienced, bilingual self-starter to take on the position of Administrative Assistant (renewable one-year contract). Under the direction of the immediate supervisor, the Administrative Assistant provides administrative and secretarial support to the IFSD team in addition to supporting the CEO’s function. Supports the bookkeeper by administering the IFSD’s bank accounts, payroll process and external reporting. Assists in the organization of both internal and externally facing activities, including public events, workshops, board meetings and webinars. Responsible for managing documents and files of the unit to support the audit process. Maintains the organization’s web content and proofs and formats reports, blogs and other products for publication. Participates in ensuring the smooth functioning of the IFSD’s operations. Acts as resource person for policies and procedures.

Salary and Benefits:

  • $45,000 to $60,000 depending on qualifications
  • Comprehensive employee pension and benefits

Major Duties and Responsibilities:

1) Support the bookkeeper in the administration of accounts and records for the unit. Assists in the preparation of budgets or budget proposals. Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Issues invoices and follows up with clients. Records expenses and provides account statements on request.

2) Updates, prepares and coordinates publication of documents such as publicity brochures, reports, web content and annual reports. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and types various documents such as correspondence, reports, memos. Signs certain documents.

3) Coordinates logistics for events such as symposia and conferences. Makes travel arrangements.

4) Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, leaves, absences, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.

5) Acts as resource person regarding the IFSD's policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.

6) Compiles information in order to prepare grant applications, liaises with other institutions in this compilation, and coordinates their submission. Acts as a resource person concerning internal policies and procedures and those of granting agencies. Ensures information is complete and that the guidelines are followed.

7) Maintains supervisor's agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.

8) Provides information to callers and visitors. Determines reason for call or visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.

9) Screens and sorts mail. Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures follow-up.

10) Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.

11) Participates in ensuring the smooth functioning of the organization. Recommends procedural changes to enable unit to function more effectively.

12) Uses a variety of software. Maintains computerized information systems, manages web content and resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.

13) Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment. Sells some items such as course notes and maintains cash box.

14) Uses standard office equipment such as personal computer and photocopier/multi-function printer.

15) The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks, which may be performed by an employee whose position has been matched to this generic job description.

Education and Experience:

  • At least a college diploma
  • At least four (4) years related experience
  • Must be fluently bilingual (English and French)

Location:

  • Downtown Ottawa

Job Type: Contract

Salary: $45,000.00 to $60,000.00 /year

Experience:

  • administrative assistant: 4 years (Required)

Education:

  • Bachelor's Degree (Required)

Location:

  • Ottawa, ON (Required)

Language:

  • English (Required)
  • French (Required)