Executive Administrative Assistant to Department Chair

University of Ottawa; Ottawa; On-site; CAD 62,000 - 78,000; Full time

Job summary

University of Ottawa is seeking an Administrative Support role to assist the Dean's Office with front-line client service and day-to-day operations. The incumbent will greet clients, draft documents, manage the chair's calendar, coordinate travel, and support teaching staff recruitment and academic operations.

The position requires a postsecondary education in administration, at least two years of experience, and proficiency with Windows, word processing, spreadsheets and databases.

Qualifications

• Postsecondary education in administration and office technology or equivalent.
• Minimum two years of demonstrated experience in a similar role.
• Experience using computer systems and software such as Windows, word processing software, spreadsheets, databases, the internet and email.
• Excellent communication, interpersonal skills.

Responsibilities

• Greets, informs and redirects internal and external clients on behalf of the chair.
• Drafts and revises documents using templates and coordinates the translation of administrative correspondence.
• Manages the chair's calendar, schedules meetings and prepares agendas and documents.
• Coordinates travel arrangements for the chair and handles related reimbursements.
• Coordinates recruitment of teaching staff and onboarding of candidates.
• Supports academic operations, including course and exam scheduling and classroom allocations.
• Maintains an effective filing system and ensures confidentiality of records.
• Produces reports and data analyses to support the chair's decisions.

Skills

Postsecondary education

Two years experience

Computers & software

Communication skills

Education

Postsecondary education in administration and office technology

Tools

Windows OS

Word processing

Spreadsheets

Databases

Email

Job description

University of Ottawa is seeking an Administrative Support role to assist the Dean's Office with front-line client service and day-to-day operations. The incumbent will greet clients, draft documents, manage the chair's calendar, coordinate travel, and support teaching staff recruitment and academic operations.

The position requires a postsecondary education in administration, at least two years of experience, and proficiency with Windows, word processing, spreadsheets and databases.