Administrative and Financial Assistant

Job title: Administrative and Financial Assistant

Job description: The University of Ottawa—A crossroads of cultures and ideas
The University of Ottawa is home to a dynamic community of over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroad of cultures and ideas, where bold minds come together to inspire game-changing ideas. We believe in the power of representation, and that increasing the diversity of our faculty and staff supports this objective. Our goal is to provide students with the best possible learning experience, in an environment that reflects the diversity of its people, their ideas, and their identities.

We are one of Canada’s top 10 research universities—our professors and researchers explore new approaches to today’s challenges. One of a handful of Canadian universities ranked among the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from across the globe. Our employees come together around the shared purpose of constant improvement, personal development, service excellence, teamwork and a passion for learning with a desire to make uOttawa and the world a better place. Everyone’s contributions are valued, we all play a part in making uOttawa a world-class institution. Most importantly, we make it possible for you to achieve your full potential. Because at uOttawa, you belong!

About Teaching and Learning Support Services
At the Teaching and Learning Support Service (TLSS), our work in the fields of university education and techno-pedagogy is two-fold: we support the efforts of faculty members so that their teaching methods are more engaging for the student population. Our faculty support allows students to receive a flexible, high-quality education and to benefit from the appropriate use of technology, both of which have a direct impact on the student experience at the University of Ottawa.

Our team is comprised of professionals in the field of university education and specialists in educational technology in an academic environment. The TLSS provides unique and essential content to the University of Ottawa.

Position Purpose
Reporting to the Director, Communications and Learning Technologies, assists with and performs a variety of tasks to support the administrative operations of a department, program or event, while ensuring compliance with applicable policies and procedures.

In this role, your responsibilities will include:

• Administrative Tasks: Performs a variety of administrative tasks to support the administrative operations of the department/program/event, such as entering and updating data, drafting and preparing a variety of documents, and managing schedules and mail, in keeping with uOttawa quality standards.
• Meeting Organization: Provides administrative support for organizing and coordinating meetings and events, to ensure they run smoothly. For this purpose, reserves meeting rooms, makes catering arrangements, and prepares meeting agendas and any other documents.
• Customer Service: Welcomes people who arrive in person; responds appropriately to general requests for information from customers and guides them in applying the general internal procedures of the department/program/event with a view to providing high quality service. Requests for information may be received and handled in person, by email, by phone or by mail.
• Financial Operations: Provides basic support for the financial operations of the department/program/event by performing a variety of tasks in keeping with established policies, such as administering petty cash, preparing deposits, making journal entries and entering data into the financial system. Participates in the invoicing process: prepares, sends and pays invoices, receives payments from customers and follows up on them.
• Purchasing and Inventory Control: Makes decentralized purchases of goods and services for the sector, on purchase order or on credit card, in compliance with all relevant policies. Controls an inventory of various supplies, tracks the demand and replenishes stock to meet the needs of internal clients.

What you will bring:

• Postsecondary education in administration and office technology with courses in accounting or finance, or an equivalent combination of education and work experience.
• Minimum two (2) years of demonstrated experience in a similar role.
• Basic experience in accounting and/or finance.
• Experience with computer systems and applications such as Windows, word processing software, spreadsheets, databases, the internet and email.
• Excellent communication, interpersonal and customer service skills.
• Experience interpreting, explaining and applying policies and regulations.
• Experience in bilingual administrative writing.
• Experience producing reports.
• Experience in team supervision.
• Ability to produce high quality work under pressure while meeting strict deadlines.
• Initiative, self-reliance, good judgment.
• Strong organizational skills.
• Bilingualism – English and French (spoken and written).

Key Competencies at uOttawa:

Here are the required competencies for all of our employees at uOttawa:

Planning: Organize in time a series of actions or events in order to realise an objective or a project. Plan and organize own work and priorities in regular daily activities.

Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.

Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.

Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We are at our best when everyone has a seat at the table, and when we are made to feel like we belong. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click to find out more.

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