Intermediate Administrative Assistant, Dean's Office

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

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Posting Reason: Replacement of a regular position

Job Type: Employee

Anticipated Duration in Months (for contracts and temporary assignments): N/A

Job Family: Administrative Support

# of Open Positions: 1

Faculty/Service - Department: Dean's Office

Campus: Main Campus

Union Affiliation: SSUO

Date Posted (YYYY/MM/DD): 2026/10/29

Applications must be received BEFORE (YYYY/MM/DD): 2026/11/09

Hours per week: 35

Salary Grade: SSUO Grade 07

Salary Range: $62,027.00 - $78,349.00

About the Faculty of Education:

The Faculty of Education, along with its commitment to the promotion, advancement and dissemination of knowledge in the field of education in general, is actively involved in teacher training. Located on the unceded ancestral lands of Algonquin peoples, the Faculty of Education is proud to promote equity, diversity, and inclusion. Moreover, according to the latest QS ranking, our faculty is ranked among the top 100 in the world, and fifth in Canada, for research.

Position Purpose :

Reporting to the Intermediate Specialist of Academic Human Resources, the incumbent provides administrative support to the faculty's departmental chair to ensure smooth office operations and support the implementation of activities and projects. Provides frontline client service and, in particular, greets internal and external clients, provides them with information and refers them to the appropriate person or service. Provides support for academic operations and for teaching staff recruitment activities while complying with the University's procedures and regulations.

In this role, your responsibilities will include:

Customer Service: Greets, informs and redirects internal and external clients on behalf of the chair. Receives and screens correspondence and phone calls intended for the chair, determines their relevance and urgency to ensure follow-up, and informs the chair as necessary. Acts as a resource person for internal and external clients for inquiries pertaining to faculty programs, procedures and regulations in order to ensure understanding.

Administrative Writing: Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of the chair. Attends management meetings to take notes and minutes to follow up on decisions. Prepares presentations, brochures, publications and other related documents from handwritten notes to support the chair.

Schedule and Meeting Management: Manages the chair's calendar, and schedules and confirms meetings to optimize use of time. Organizes and coordinates meetings and committee meetings led by the chair and any other assigned meetings to ensure these meetings run smoothly. To this end, maintains updated lists of members, and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files, and follows up on decisions.

Travel Arrangements: Coordinates travel arrangements for the chair. Researches suppliers to obtain estimates and make the necessary reservations in compliance with uOttawa procedures and regulations. Assembles the necessary documentation, follows up and collaborates with other uOttawa sectors to finalize the payment of invoices and the reimbursement of travel expenses.

Recruitment of Teaching Staff: Coordinates logistics for hiring teaching staff, including posting jobs and selecting, interviewing and onboarding candidates in order to support the department's operational needs.

Academic Operations: Performs a variety of tasks to support the department's academic operations. To this end, coordinates the management of course and exam schedules in order to avoid conflicts in joint programs. Coordinates and controls classroom allocation based on enrollment projections (such as enrollment limits), professor's needs and University regulations. Coordinates textbook orders so that they arrive on time and are sufficient in number.

File Management: Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit purposes. Coordinates document archiving. Maintains a reminder system for files requiring follow-up.

Reporting: Performs analysis and research, and compiles data, statistics and other information to produce reports to further the chair's discussions, decision making, special projects and activities.

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

What you will bring:

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

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 a