Administrative Assistant

uottawa; Ottawa; On-site; CAD 57,000 - 72,000; Full time

Job summary

The University of Ottawa's Student Affairs, Operations & Exam Centre is seeking an administrative assistant for a 12-month contract at the Main Campus. You will support daily operations, manage schedules, and ensure policy compliance while delivering high-quality service.

The role requires postsecondary education in administration, at least two years of relevant experience, and bilingual English/French. Salary ranges are listed; the position is 35 hours per week with a Sept 7, 2026 deadline for

Qualifications

• Postsecondary education in administration or office technology, or equivalent experience.
• Minimum two years of demonstrated experience in a similar role.
• Bilingual French and English (spoken and written), with proficiency test requirement.
• Experience with Windows, word processing, spreadsheets, databases, email.
• Excellent communication, interpersonal and customer service skills.
• Experience interpreting, explaining and applying policies and regulations.
• Experience in bilingual administrative writing.
• Experience producing reports.

Responsibilities

• Administrative tasks to support department operations, data entry, drafting documents, and scheduling.
• Meeting organization: reserve rooms, arrange catering, and prepare agendas.
• Customer service: greet visitors and guide them through procedures.
• Purchasing and inventory control: make decentralized purchases and track stock.
• Reporting: generate simple reports to support operations and planning.
• Records management: maintain confidential filing system and security access logs.
• Documentation: update internal procedures and system documents.
• Coordination of junior workers, including Work-Study students.

Skills

Bilingualism FR/EN

Education

Postsecondary education in administration and office technology

Tools

Windows

Word processing

Spreadsheets

Databases

Email

Job description

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Posting Reason: New Position

Job Type: Employee

Anticipated Duration in Months (for contracts and temporary assignments): 12

Job Family: Administrative Support

# of Open Positions: 3

Faculty/Service - Department: Student Affairs, Operations & Exam Centre

Campus: Main Campus

Union Affiliation: SSUO

Date Posted (YYYY/MM/DD): 2026/08/27

Applications must be received BEFORE (YYYY/MM/DD): 2026/09/07

Hours per week: 35

Salary Grade: SSUO Grade 06

Salary Range: $56,858.00 - $71,822.00

About Student Affairs:

Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enrol for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events, we provide extensive recreation program opportunities and varsity sports activities, we run an innovative career development and experiential learning program and much more!

There's nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we're sure that you'll enjoy the experience as much as our students do.

Position purpose :

Assists with and performs a variety of tasks to support the administrative operations of a department, specific program or event, while ensuring compliance with applicable policies and procedures.

In this role, your responsibilities will include:

• Administrative Tasks: Performs a variety of administrative tasks to support the operations of the department/program/event, such as entering and updating data, drafting and preparing a variety of documents, and managing schedules and mail, in keeping with uOttawa quality standards.


• Meeting Organization: Provides administrative support for organizing and coordinating meetings and events to ensure they run smoothly. For this purpose, reserves meeting rooms, makes any necessary catering arrangements, and prepares meeting agendas and any other documents.


• Customer Service: Welcomes people who arrive in person; responds appropriately to general requests for information from customers and guides them in applying the general internal procedures of the department/program/event with a view to providing high quality service. Requests for information may be received and handled in person, by email, by phone or by mail.


• Purchasing and Inventory Control: Makes decentralized purchases of goods and services for the department/program/event, on purchase order or on credit card, in compliance with all relevant policies. Controls an inventory of various supplies, tracks the demand and replenishes stock to meet the needs of internal clients.


• Reporting: Provides various simple reports, on a scheduled or ad-hoc basis, on activities of the department/program/event to support ongoing operations and strategic planning.


• Records Management: Implements and maintains an effective filing and records management system to preserve confidentiality of the records and ensure that complete and accurate documentation is available for future reference or audit purposes. Maintains accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records.


• Documentation: Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent's responsibilities.


• Coordination of Junior Workers: As needed, delegates tasks to more junior resources, mainly students hired as part of the Work-Study Program (WSP), and ensures that tasks are completed according to the stated norms and instructions.

What you will bring:

• Postsecondary education in administration and office technology, or an equivalent combination of education and work experience


• Minimum two (2) years of demonstrated experience in a similar role


• 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.


• Experience with 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 policies and regulations


• Experience in bilingual administrative writing


• Experience producing reports


• Ability to produce high quality work under pressure while meeting strict deadlines