Intermediate Administrative Assistant

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Posting Reason:

New 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:

Ottawa, ON

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2026/06/18

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

2026/06/29

Hours per week:

35

Salary Grade:

SSUO Grade 07

Salary Range:

$59,038.00 - $74,574.00About the Faculty of Health Sciences About Sciences

Make your mark with the Faculty of Health Sciences! Health matters to everyone and we are committed to becoming a nationally and internationally recognized leader in innovative approaches to active living, health promotion, and quality health services.
Our success lies in our students and our people. Join us and every day you will have the opportunity to make a meaningful impact as we grow together and make a great faculty even better.

Position purpose:

Under the supervision of the Manager of the Dean's Office, 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.

NOTE: The incumbent of this position will work with both the School of Nutrition Sciences and the School of Rehabilitation Sciences. The direct supervisor will be the Manager of the Dean's Office, and the candidate will work closely with the Senior Officers of both schools, who will provide functional supervision while reporting hierarchically to the Manager of the Dean’s Office.

In this role, your responsibilities will include:

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

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 and customer service skills

• Knowledge of the structures of uOttawa, the faculty and its programs of study, and the academic regulations is an asset

• Experience interpreting, explaining and applying policies and regulations

• Experience in bilingual administrative writing

• Experience producing reports

• Ability to produce high quality work under pressure while meeting strict deadlines

• Initiative, autonomy and sound judgement

• Organizational skills

• Bilingualism: French and English (spoken and written); to be considered for this position, 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.