Event and Project Assistant, AI + Society Initiative

Posted on Friday, February 3, 2023

Job classification: Student Administrative Position – Work Study 
Hours: Part-time (5-10h/week) 
Start date: February 2023 
Hourly rate: $20-25 (commensurate with qualifications and experience) 
Unit: University of Ottawa Centre for Law Technology and Society 
Reports to: Prof. Florian Martin-Bariteau, Director, AI + Society Initiative


Position Purpose 

The University of Ottawa AI + Society Initiative is seeking an enthusiastic and driven student to join its team as an Event and Project Assistant to play a crucial role in the development, organization and delivery of an international conference, and related research activities. 

The Assistant will primarily provide general administrative, operational, and coordination support to Professor Martin-Bariteau and Faculty members of the AI + Society Initiative in the organisation of an international conference on AI and society in fall 2023. The Assistant may also provide support to some special projects, events and major initiatives at the AI + Society Initiative and at the University Research Chair in Technology and Society

Performing all duties autonomously and proactively, the Assistant will organize meetings, coordinate correspondence and communications, manage schedules, arrange travel and accommodation, prepare documents and reports, coordinate administrative processes, coordinate events and assigned projects. 

Reporting to the Director of the AI + Society Initiative, the Assistant will work in close collaboration with the staff at the Initiative and at the Centre for Law, Technology and Society, along with various stakeholders at the University of Ottawa and across a network of academic, governmental and community stakeholders, both in Canada and globally. 


The Assistant will work mainly in English, but French is an asset.


About the AI + Society Initiative 

The University of Ottawa has positioned itself as a leader in transdisciplinary research and training for responsible AI for the benefit of Canada and the world. The Research Coordinator will help further this vision by supporting the development of the AI + Society Initiative, leading to a better understanding and framing of the ethical, legal and societal implications of AI research and its uses, as well as leveraging a transdisciplinary approach to advancing AI methods and tools, with a focus on their responsible applications.  

The AI + Society Initiative includes many important communities within our landscape. Our AI and inclusion work serves women, youth, seniors, Black, Indigenous and People of Colour, the LGBTQ2S+ community, people with disabilities, and linguistic minorities. We promote a research agenda around developing effective inclusive and participatory ethical design/engineering frameworks for AI systems, with a specific focus on avoiding the amplification of global digital injustices through AI for those communities and those at the intersection of these identities.  

While being grounded in rigorous evidence-based academic research, most outreach (public lectures, training, tools, white papers, reports, etc.) are developed with the general public in mind, and in plain language for them to be able to take ownership of the tools and implement them to have a transformative impact within their communities.  

More details about the Initiative can be found at http://aisociety.ca 


Tasks and Duties 

  • Acts as a central contact person for the conference and different projects (routine correspondence, requests for information, etc.) 
  • Coordinates and arranges meetings, teleconferences and other related events; takes and prepares minutes. 
  • Assists projects’ investigators and research staff to plan and organize meetings. 
  • Prepares and/or assists with the preparation, writing, translation (English and French), of key documents including news announcement, project reports, financial presentations using word processing, spreadsheets, or presentation software. 
  • Assists with web site maintenance and other project communication vehicles (blogs, newsletters, etc.). 
  • Assists with any other duties required by events, research projects or management of the initiatives.


Qualifications, Skills and Experience 

Minimum qualifications: Bilingualism (French & English); Superior writing, editing and proofreading skills in English; Ability to multitask effectively; and highly refined interpersonal and customer service skills; Strong organizational, problem solving, and time management skills; Superior accuracy and attention to detail; Ability to build harmonious working relationships with co-workers, and to interact with the public. 

Assets: Writing and speaking skills in French are an asset; experience in administration, including accounting and budgeting, especially in a research environment, is preferred; experience in hosting event; knowledge of Slack and Microsoft Teams, Outlook, and other Microsoft 365 tools. 

Eligibility: The candidate must be enrolled as a student at uOttawa, preferably within the Faculties of Law, Arts, Social Sciences, or Engineering. Preference will be given to candidates who qualify for the Work-Study Program. 


How to apply 

Please submit a cover letter and a résumé to aisociety@uottawa.ca before February 12, 2023. 

Please also submit an application to the position on the Work-Study Navigator to position #556. 

Questions can be sent to aisociety@uottawa.ca 

The cover letter must indicate the level of proficiency in both English and French. 


We thank all applicants for their interest. While we are committed to ensuring the best possible experience for all applicants, only those under consideration for the role will be contacted. Please be advised that, due to changes in our funding, management or organizational needs, we reserve the right to pause or stop a job competition at any stage in the process. Applicants will be notified in a timely manner. 

The University of Ottawa is an equal opportunity employer. The University of Ottawa Centre for Law, Technology and Society is strongly committed to fostering diversity within our community. We strongly encourage applications from women, Indigenous people, persons with disabilities and members of visible minorities, as well as members of the LGBTQ2S+ community.


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