The University of Ottawa is looking for a Bilingual Administrative Assistant in Human Resources to support our vibrant Student Affairs and HR team. This position is more than just paperwork—you’ll play a key role in making sure our university services run smoothly and efficiently. From managing meetings to keeping records in order, this is your chance to contribute to a dynamic, inclusive environment at one of Canada’s top institutions.
Key Responsibilities
In this role, you will handle a variety of administrative tasks to ensure smooth operations across different departments and programs. Your main responsibilities include:
- Administrative Support: Enter and update data, prepare reports, and draft documents while following university guidelines. Handle schedules, manage incoming and outgoing mail, and ensure smooth workflows.
- Meeting and Event Coordination: Organize and coordinate meetings and events, including booking rooms, arranging catering, and preparing relevant agendas and materials.
- Customer Service: Welcome visitors and provide accurate information to students, staff, and faculty. Respond to inquiries via email, phone, and in person, ensuring a professional and helpful experience.
- Purchasing and Inventory Control: Manage departmental purchases using purchase orders or credit cards. Monitor and maintain supply inventory to meet internal needs.
- Record Management: Create and maintain an organized filing system, ensuring data security and compliance with university policies. Manage key access and security documentation.
- Report Generation: Prepare simple reports to support operational needs and assist with strategic planning when necessary.
- Process Documentation: Write and update internal documents related to procedures, systems, and processes.
- Supervision of Junior Staff: Assign tasks to students working under the Work-Study Program (WSP) and ensure their work meets quality standards.
What You Bring to the Table
- Education: Post-secondary studies in administration or office management (or equivalent education and experience).
- Experience: A minimum of 2 years of experience in a similar administrative role.
- Skills:
- Strong planning and organizational skills to manage multiple priorities.
- Initiative and problem-solving abilities to suggest improvements and handle tasks proactively.
- Excellent customer service orientation, anticipating and addressing client needs efficiently.
- Teamwork and collaboration skills, with the ability to adjust to constructive feedback and work towards shared goals.
- Bilingualism: Advanced proficiency in French and English (oral and written).
- Technical Skills: Familiarity with MS Office tools like Word, Excel, and Outlook is essential.
Why Join Us?
At uOttawa, we value diversity, equity, and inclusion and are committed to building a workplace that reflects our values. You’ll be part of a supportive team dedicated to enriching the lives of students and staff. Here’s what we offer:
- Competitive salary and benefits.
- Opportunities for professional growth within the university’s large network.
- A chance to work in a diverse environment that promotes innovation, creativity, and teamwork.
- Work-life balance through a structured 35-hour work week.
- Contribution to exciting student services, including career development and residence programs.
We welcome applicants from all backgrounds and strongly encourage applications from Indigenous people, persons with disabilities, racialized individuals, women, and members of the 2SLGBTQIA+ community.
Application Process
Interested? Here’s how to apply:
- Submit your resume and cover letter by October 28, 2024, through the uOttawa careers portal.
- Make sure to highlight your bilingual skills and relevant administrative experience.
- If selected, you will go through a language proficiency test conducted by the university’s Official Languages and Bilingualism Institute (OLBI).
- Accommodations are available at any stage of the application process. If you need support, contact us at gestiontalentsrh@uottawa.ca.