Administrative Assistant

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

Job summary

University of Ottawa is seeking a temporary Administrative Support professional to assist the Centre on Public Management and Policy at the Main Campus. You will coordinate events, manage communications, and support travel, financial, and contractual activities for the Centre.

The role requires postsecondary education in administration and at least two years of relevant experience, with strong communication, organizational, and inclusive practices to support diverse clients and faculty

Qualifications

• Postsecondary education in administration or equivalent
• Minimum of two (2) years of demonstrated experience in a similar role
• Experience applying policies, procedures and methods
• Experience in event planning and organization
• Excellent communication skills
• Demonstrated ability to respect diversity and use inclusive behavior

Responsibilities

• Coordinates event logistics for activities, programs, alumni and general events, including registration process. Organizes evaluations and maintains the centre's event calendar.
• Provides immediate technical support during classroom and hybrid learning sessions and ensures proper connection for program rooms and users.
• Assists in financial operations by preparing invoices for courses and ensuring timely deposits, acting as a backup to the Administrative coordinator.
• Coordinates travel advances and reimbursements, verifies receipts, and ensures adherence to policies. Arranges study tours and accompanies groups as needed.
• Updates proposals approved by the Manager and coordinates contracts with instructors and external clients; processes expenditures per agreements.
• Updates the website and distributes newsletters to alumni, proofreading materials before distribution.
• Offers administrative and reception support, handles queries via email/phone, and directs clients appropriately.
• Maintains databases of course materials and participants, and generates reports for programs as required.

Skills

Communication skills

Event coordination

Administrative support

Multitasking

Education

Postsecondary education in administration

Job description

Posting Reason: Temporary replacement of a regular position

Job Type: Employee

Anticipated Duration in Months (for contracts and temporary assignments): 6

Job Family: Administrative Support

# of Open Positions: 1

Faculty/Service - Department: Centre on Public Management and Policy_Administration

Campus: Main Campus

Union Affiliation: SSUO

Date Posted (YYYY/MM/DD): 2026/10/05

Applications must be received BEFORE (YYYY/MM/DD): 2026/10/16

Hours per week: 35

Salary Grade: SSUO Grade 06

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

About the Faculty of Social Sciences

The FSS comprises nine departments, schools and institutes, which offer undergraduate, masters and doctoral programs in both English and French. With its 10,000 students, 260 full-time professors, and wide array of programs and research centres, the Faculty of Social Sciences plays a key role at the heart of the University of Ottawa. Its graduate students are supervised by excellent researchers and undertake cutting-edge research in the Faculty's masters and Ph.D. programs. Along with its complement of about 100 administrative employees, the faculty is proud to provide a collaborative working environment that inspires new ideas, encourages creative ingenuity, and promotes excellence.

Position Purpose

The purpose of this position is to provide administrative and logistical support essential to the Centre on Public Management and Policy's (the Centre's) activities, programs and events.

In this role, your main responsibilities will include :

• Event coordination: Coordinates logistics for the activities, programs, alumni and general events, including registration process. Coordinates communication to participants about upcoming programs. Organizes evaluations of the Centre's programs by updating forms, compiling results and presenting them to management. Maintains a calendar of the Centre's events; receives and schedules events in the public calendar. .
• Technical support : Provides immediate support during classroom and video/audio conference malfunctions by troubleshooting the issue and finding a solution. Ensures proper connect of the program rooms and individual users for hybrid learning sessions.
• Financial Activities: Assists in the operations related to financial accounts, by preparing invoices for the courses offered and ensuring a follow up. Ensures that funds are deposited in accordance with University and Faculty policy and procedures. Acts as a backup to the Administrative coordinator in the preparation of financial and other administrative documents.
• Travel coordination: Coordinates and completes the various requests for advances and reimbursements of travel expenses for the Certificate Programs and short course offerings. Calculates and verifies all receipts received and ensures that the requests respect University and Faculty policies and procedures. Organizes all administrative support for assigned study tours planned for the Certificate Programs or Short Courses, and accompanies groups to provide logistical support where appropriate.
• Contract coordination: Updates proposals approved by the Manager for submissions to external clients, and communicates with instructors based on availability and costs. Responsible for the coordination of contracts (honorariums and professional fees) and ensures that all relevant policies, procedure and laws are respected. Ensures the control of all written agreements with course instructors and staff. Processes expenditures and disbursements in accordance with the written agreements.
• Marketing and Publications: Updates the website regularly and makes changes as requested. Sends out newsletter to alumni on current offerings for the Centre, ensuring a current and accurate list of recipients. Proofreads materials in advance of distribution and adjusts format as required.
• Administrative support : Offers an administrative and reception support to the Centre in an efficient and professional manner. Responds to all queries through e-mail, telephone, etc. by ensuring that clients are directed to the appropriate individuals. Corresponds with appropriate person when physical resources need attention.
• Information coordination: Maintains a database with all relevant course materials for participants. Maintains a database in order to track students and alumni to the certificate programs, participants in short courses, potential clients and instructors. Produces reports and materials for the programs as required.

What you will bring :

• Postsecondary education in administration or an equivalent combination of education and work experience.
• Minimum of two (2) years of demonstrated experience in a similar role.
• Experience in applying policies, procedures and methods.
• Experience in event planning and organization.
• Excellent communication skills.
• Demonstrated ability to respect diversity and use inclusive behavior, responding with sensitivity and self-awareness to the unique needs of clients and sta