Academic Assistant
University of Ottawa
Ottawa, ON
Position Purpose

Greets students and provides information on graduate programs, regulations and procedures. Performs various tasks related to academic activities in accordance with the academic regulations of the unit, the Faculty of Graduate and Postdoctoral Studies (FGPS) and the University. Provides courteous, fast and accurate service that projects a positive image of the University of Ottawa to all clients and visitors and contributes to an enriched student experience.

Essential Qualifications

Knowledge of administration normally acquired through postsecondary education, or equivalent experience
Knowledge of University and Faculty structure and regulations
Knowledge of the Faculty’s programs and degree requirements as well as academic regulations and policies related to admission and registration
Experience evaluating academic files and analyzing procedures
Experience using applications such as word processing software, databases, spreadsheets, email, the Internet as well as academic, financial and Web content management systems
Attention to detail necessary for accurately entering data and transposing information
Experience in bilingual administrative writing
First-line customer service experience
Bilingualism – French and English (spoken and written); to be considered for this position, candidates must be rated at the Low Advanced proficiency level 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

Key competencies required at the University of Ottawa:
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.

Note

All qualified candidates are invited to apply; however, preference will be given to Canadian citizens and permanent residents. The University of Ottawa is an equal opportunity employer. We strongly encourage applications from women, Aboriginal peoples, persons with disabilities and members of visible minorities. If you are invited to continue the selection process, please notify us of any particular adaptive measures you might require.

Applications from employees belonging to the bargaining unit SSUO will be considered first. Priority will be given to employees who have an entitlement as defined by their collective agreement or university policies. The University also accepts external applications; they will be selected in second place. Schedule with an average of 35hrs/week. Workshops offered by Leadership, Learning and Organizational Development that you have taken may be considered an asset if you apply for a position at the University. Don’t forget to list them on your CV. We thank all candidates for applying. We will only contact candidates selected for further consideration. Any information you send us will be handled respectfully and in complete confidence. Remember to upload a copy of your diploma(s) or a certificate of merit as well as a current version of your CV into the My documents section of your career profile (please include the job ID number, i.e. J0000-0000, in the title of your document).

Bilingualism – French and English (spoken and written); candidates must be rated at the Low Advanced (or higher) in comprehension of their second language to be considered for this position. The candidate’s level of proficiency will be determined with a test administered by the Official Languages and Bilingualism Institute of the University of Ottawa.

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