Lead Project and Administrative Officer

Job title: Lead Project and Administrative Officer

Job description: Job Type: Employee

Duration in Months (for fixed-term jobs): N/A

Job Family: Administrative Support

# of Open Positions: 1

Faculty/Service – Department: Business Operations

Campus: Main Campus

Union Affiliation: N/A

Date Posted: October 12, 2023

Closing Date: October 23, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week: 35

Salary Grade: Non-Union Grade NC6 – 35 hrs

Salary Range: $68,472.00 – $83,354.00

About the Office of Risk Management

The Office of Risk Management (ORM) at the University of Ottawa oversees University-wide risk, health and safety, and environmental programs that ensure compliance with regulatory and other requirements. ORM also supports teaching and research activities by providing professional advice and by nurturing productive and cooperative relationships with all stakeholders. The Office of Risk Management is committed to promoting a safe, healthy, and environmentally responsible workplace for university staff, faculty, students, and visitors, while supporting our institution’s teaching and research mission.

Position Purpose:

Reporting to the Senior Manager, Business Operations, the Lead Project and Administration Officer provides administrative support to the Chief Risk Officer management team. Plan and coordinate activities related to the administration of financial, human, physical and material resources.

This is a hybrid role in which the Project and Administration Officer, in addition to certain administrative functions, will coordinate and manage a wide variety of projects across the institution, communicate directly on behalf of senior management with internal and external stakeholders, schedule meetings and events, prepare meeting files, research issues, conduct analysis and compose correspondence.

In this role, your responsibilities will include:

• Plans, coordinates and organizes official meetings and ensures that meetings are conducted in accordance with the relevant governance regulations and procedures. This includes compiling research and other support materials, preparing briefing materials, preparing minutes and following up on outstanding items/issues resulting from the meetings, translation, production and timely distribution of all documents including notices of meetings, agendas, and reports, as per expected deadlines. Undertake appropriate post-meeting action to ensure implementation of decisions arising from meetings and ensure appropriate plans are provided to the responsible stakeholders.
• Develops, prepares and distributes the meeting records and decisions in order to facilitate research and retrieval of decisions.
• Manages and coordinates schedules, which may involve conflicting demands and short-notice changes requiring immediate solutions, in order to plan timelines accurately, prioritize urgencies and communicate with key participants.
• Manage the physical and material resources to ensure the most efficient use of resources for the sector. This includes purchasing goods and services for the sector, on purchase order or on credit card, in compliance with all relevant policies.
• Contributes to the conceptualization, development and implementation of special projects and plans to ensure the ongoing effectiveness of the decision-making process.
• Act as resource person for the sector with regards to inquiries related to human resources management to interpret policies, explain procedures, and facilitate processes. Coordinate the process for the Work Study program (from posting to cost recovery) to support operational needs of the sector.
• Assists in the management of complex administrative files, such as detailed analysis, drafting of acknowledgements and official documents and reports.

What you will bring:

• Knowledge of administration, project management or a related field normally acquired through university education or equivalent experience. At least 7 years of senior administrative and project management experience in a corporate or public sector setting.
• Proven ability to work in close cooperation with senior management and to coordinate the activities of an executive office.
• Ability to take a leadership role in demonstrating best practices in administration and office management and confidential document management.
• Ability to prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Must have a high degree of initiative to make independent informed decisions.
• Knowledge of the Canadian university sector and its key issues and knowledge of how the University senior management team operates and takes decisions is an asset.
• Knowledge of how a university operates, and of its governance, structure and administrative processes is a plus.
• Advanced knowledge of computer systems and software such as Windows, word processors, presentation software, spreadsheets, Internet, electronic mail and electronic scheduling tools.
• Experience in project management an asset.
• Ability to develop a network of key formal and informal contacts to make sure the right people are contacted for various requests.
• Ability to handle a wide variety of complex and confidential matters with diplomacy and discretion.
• Ability to perform in-depth research from internal and external sources.
• Excellent oral and written communication skills with particular emphasis on strong writing, proofreading and editing skills.
• Significant customer service experience to provide services to diverse and sometime high-profile clients such as senior business executives and community leaders, professors, employees, and students.
• Bilingualism: fluency in French and English (spoken and written).
• Ability to work flexible hours.

Key Competencies at uOttawa:

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

Planning: Organize in time a series of actions or events in order to realize 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 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 qualified 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 hrtalentmanagement@uottawa.ca 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.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

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