Intermediate Administrative Assistant

Requirements

• 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
• Organizational skills
• Bilingualism - English and French (oral and written)
• #LI- MB1
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• 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

Additional Information

Follow us on LinkedIn Posting Reason: Temporary replacement of a regular position Job Type: Employee Anticipated Duration in Months (for contracts and temporary assignments): 12 Job Family: Administrative Support # of Open Positions: 1 Faculty/Service - Department: Official Languages and Bilingualism Institute Campus: Main Campus Union Affiliation: SSUO Date Posted (YYYY/MM/DD): 2026/06/25 Applications must be received BEFORE (YYYY/MM/DD): 2026/07/06 Hours per week: 35 Salary Grade: SSUO Grade 07 Salary Range: $59,038.00 - $74,574.00 About the Faculty of Arts The oldest and one of the biggest faculties at the University of Ottawa. The Faculty of Arts has evolved to be one of the leading faculties on campus. Now more than ever, the new economy needs thinkers, communicators, and creators. Whether you are interested in the Humanities, Languages and Literatures, or Fine and Performing Arts, the Faculty of Arts offers students an education for today's and tomorrow's workplace! The Faculty of Arts is dedicated to creating a diverse, equitable and inclusive environment for everyone. Position purpose: Reporting to the Director of the Official Languages and Bilingualism Institute , 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 job, 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. Reporting : Performs analysis and research, and compiles data, statistics and other information to produce reports to further discussions, decision making, special projects and management activities. Documentation : Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent's responsibilities.

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