Administrative Assistant

University of Ottawa; Ottawa; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established institution is seeking an Administrative Support professional to enhance its departmental operations. This role involves a variety of tasks such as managing schedules, providing exceptional customer service, and supporting financial activities. Candidates should possess strong organizational skills and be proficient in both English and French. The university values diversity and encourages applications from all qualified individuals. Join a collaborative environment where your contributions will make a significant impact on the administrative efficiency of the department.

Qualifications

• Postsecondary education in administration with courses in accounting or finance.
• At least two years of related work experience in administrative support.

Responsibilities

• Supports departmental operations by managing schedules and data entry.
• Welcomes visitors and responds to inquiries, ensuring high-quality service.

Skills

Administrative Support

Customer Service

Financial Operations

Records Management

Bilingual Communication

Basic Accounting Skills

Organizational Skills

Education

Postsecondary Education in Administration

Courses in Accounting or Finance

Tools

Windows

Word Processing Software

Spreadsheets

Databases

Email

Job description

Job Details

Job Family: Administrative Support

Union affiliation: SSUO

Faculty/Department: Administration, Department of Physics

Campus: Main Campus

Date Posted: May 08, 2025

Application Deadline: Before May 19, 2025

Position Purpose

Reporting to the Lead Officer, Administrative Support, the incumbent assists with and performs a variety of tasks to support the administrative operations of a department, program, or event, ensuring compliance with applicable policies and procedures.

Responsibilities

1. Administrative Tasks: Supports departmental operations by entering and updating data, drafting documents, and managing schedules and mail, adhering to uOttawa quality standards.
2. Customer Service: Welcomes visitors, responds to inquiries via various channels, and guides individuals through internal procedures to provide high-quality service.
3. Financial Operations: Supports financial activities such as petty cash management, deposits, journal entries, invoicing, and payment follow-up, in line with established policies.
4. Records Management: Maintains a confidential and effective filing system, ensuring accurate documentation for future reference or audits, including security access records.
5. Documentation: Drafts and updates internal documents related to procedures, processes, and responsibilities.

Qualifications

• Postsecondary education in administration and office technology, with courses in accounting or finance, or equivalent experience.
• At least two years of related work experience.
• Basic accounting and finance skills.
• Proficiency with Windows, word processing, spreadsheets, databases, internet, and email.
• Excellent communication, interpersonal, and customer service skills.
• Experience interpreting policies and regulations.
• Proficiency in bilingual administrative writing.
• Experience producing reports and supervising teams.
• Ability to work under pressure and meet deadlines.
• Initiative, good judgment, and organizational skills.
• Bilingual in English and French, spoken and written.

The University of Ottawa values equity, diversity, and inclusion and encourages applications from Indigenous Peoples, visible minorities, persons with disabilities, women, and all qualified candidates. Applicants are asked to complete a Self-Identification Questionnaire during application.

Preference will be given to Canadian citizens and permanent residents. Please indicate your work eligibility in Canada when applying.

The university provides accommodations for applicants with disabilities during the recruitment process. Please notify us of any required accommodations.

As a bilingual institution, the University offers training in both official languages.

Note: The Covid-19 vaccination policy was suspended as of May 1, 2022, but may be reinstated based on public health guidelines.