Administrative Assistant

Saint Paul University; Ottawa; On-site; CAD 40,000 - 55,000; Full time

Job summary

A public university in Ontario seeks an Administrative Assistant to support the Faculties of Human Sciences and Philosophy. The role involves providing HR and academic support, ensuring effective communication, and managing events. Bilingual candidates with a Bachelor's degree and relevant experience are encouraged to apply. The position emphasizes strong organizational skills and the ability to work independently.

Qualifications

• Bachelor's degree in administration and/or communication or related discipline.
• Demonstrated experience in customer service.
• Good knowledge of English and French (oral and written).
• Experience working in an office environment.
• Experience using various computer systems and software.

Responsibilities

• Provide HR-related support for part-time professors.
• Assist in academic-related data maintenance tasks.
• Handle communication and general administrative support.
• Plan and coordinate public events and projects.

Skills

Strong communication skills

Good judgment

Initiative and organizational skills

Knowledge of confidentiality policies

Customer service experience

Bilingual (English and French)

Education

Bachelor's degree in administration or communication

Tools

Microsoft Office Suite

uoCampus

Adobe Acrobat

Job description

SUMMARY

OF THE ADMINISTRATIVE ASSISTANT ROLE

Working closely with all members of the administrative team, this position will provide important administrative support to the Faculties of Human Sciences and Philosophy.

KEY RESPONSIBILITIES OF THE ADMINISTRATIVE ASSISTANT

HR Related Support

• Distributing emails with reappointment rights notes to part-time professors after the reappointment rights are determined. Posting the courses with teaching positions to be filled on the Intranet and the SPU website after the list of courses required to be posted is prepared. After consultation with other members of the administrative staff, sending lists of applicants to the School Directors and ensuring that the deadlines specified in the collective agreement are met.
• Preparing and sending contracts to part-time professors (approx. 140-150 / year).
• Updating tracking sheet, liaising with HR.
• Posting Teaching Assistant and work study positions via the Intranet (approx. 40 / year).
• Preparing and sending contracts to teaching assistants (approx. 40 / year). Update tracking sheet, liaise with HR.

Academic Related Support

Assisting with various tasks related to data maintenance in uoCampus including, but not limited to, post-rollover cleanup, with adding scheduled courses in uoCampus after the schedule is created, updating information about teaching staff.

Assisting with gathering and analysis of the data regarding past enrollment and needs of students.

Following-up with professors to ensure that course outlines are received. Posting course outlines on the website to increase satisfaction of students and limit last-minute course changes by students at the beginning of the term. Gathering the syllabi and following up with professors who have not submitted them. Maintaining database of the missing syllabi and identifying problems to the supervisor.

Providing administrative support for tasks related to students requesting deferrals.

Gathers required information, ensures proper communication with students and follow up with professors.

Communication and General Administration Support

Managing the Faculty email box, responding to inquiries, providing information about faculty and university processes and regulations, escalating issues to the supervisor.

Drafting correspondence in both official languages, as per duties of theposition.

Supporting other members of the administrative team by preparing and / or sending emails on behalf of the Facilities based on available templates.

Maintaining 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.

Public events and projects support

Planning, organisation and coordination of special events such as conferences and public debates;

Management of the Faculties' social media.

KNOWLEDGE AND EXPERIENCE OF THE ADMINISTRATIVE ASSISTANT

Bachelor's degree in administration and / or communication or a related discipline, or an equivalent combination of education and work experience.

Demonstrated experience in customer service.

Good knowledge of English and French (oral and written)

Experience working in an office (secretarial work)

Experience in using various computer systems and software, such as the Microsoft Officesuite (Word, Excel, Outlook), uoCampus, Internet, Adobe Acrobat, CMS (Content Management System),EventPro.

Good knowledge of programs and services offered by SPU.

ESSENTIALSKILLS OF THE ADMINISTRATIVE ASSISTANT

Strong communication skills, and excellent interpersonal skills.

Good judgment, politeness, tact, and discretion.

Knowledge of and respect for confidentiality policies.

Dependability, punctuality, and flexibility.

Initiative, organizational skills and meticulous attention to detail

Ability to work with no or little supervision.

Ability to work under pressure with frequent interruptions.

Ability to compromise under various circumstances.

Ability to set priorities and excellent time management skills.

Availability and flexibility to be able to react to emergencies.

Ability to work as part of the team and collaborate with professors and students.

Interested candidates are requested to submit an online application with a cover letter by August 8, 2025 at 11 : 59 pm.

We thank all applicants for their interest in this position. We will be contacting only those candidates who have been chosen for the next step of the selection process.

We are committed to ensure employment equity and we encourage the participation of all individuals eligible to work in Canada. If your application is successful and you require accommodation during the selection process, please notify us if you are contacted for an interview. Your personal information is protected under the provisions of the Privacy Act.