Type: NR3 – Research Administrative Assistant
Duration: Full-time (35h per week), up to 12 months with possibility of renewal
Start date: Flexible, as soon as possible
Salary range: $46,683–59,997 per year (exact amount to be calculated based on experience, and start date)
Unit: University of Ottawa Centre for Law Technology and Society
Reports to: Director, Centre for Law, Technology and Society
Apply on uOttawa HR Portal (Job ID: J1119-0156)
Please note that application will be accepted from November 7 to 17, 2019.
Should you have any question, please contact CLTS Director Dr. Martin-Bariteau at fmb@uottawa.ca .
Position Purpose
The Administrative Assistant will primarily provide general administrative, operational, and coordination support to the University of Ottawa Centre for Law, Technology and Society, Canada’s leading research group in technology law, ethics and policy.
The Administrative Assistant will also provide support to some of the Centre’s special projects, events and major initiatives, notably Open AIR (the Open African Innovation Research network) and CIPPIC (the Samuelson-Glushko Canadian Internet Policy and Public Interest Clinic), while ensuring compliance with applicable policies and procedures.
Reporting to the Director of the University of Ottawa Centre for Law, Technology and Society, the Administrative Assistant will be located within the Centre’s workspace at 100 Thomas Moore.
Tasks and Duties
Office management and front desk operations
- Carries out reception, and general office administration and clerical responsibilities such as phone, mail distribution, photocopying, filing, ordering supplies, etc.
- Coordinates and arranges meetings, teleconferences and other research related events; takes and prepares minutes.
- Assists projects’ investigators and research staff to plan and organize meetings.
- Assists with any other duties required by events, research projects or management of the Centre.
Financial and administrative duties
- Prepares financial claims, human resources requests, tracks expenses (e.g. reimbursements), maintains financial records, and provides accounting updates.
- Tracks Centre’s and other projects operational supplies, requesting or acquiring equipment or supplies necessary.
- Assists for procurement of goods and services for Centre’s activities, including preparing purchase orders for approval, and enters information into purchasing databases.
Communication and liaison activities
- Acts as a central contact person for the Centre.
- Drafts and prepares routine correspondence; manages and responds to email and Centre-related information requests.
- 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, spreadsheet, or presentation software.
- Assists with the clerical aspects of preparing grant applications, including management of CV’s.
Knowledge, skills, education and experience
- High School Diploma; completion of postsecondary training in office and administration preferred.
- Experience in administration, including accounting and budgeting, especially in a research environment, is preferred.
- Excellent communication (oral and written), in both French and English, and highly refined interpersonal and customer service skills.
- Strong organizational, problem solving, and time management skills.
- Superior accuracy and attention to detail.
- Strong computer proficiency using Office 365 (Word, Excel, PowerPoint, Outlook), Google Apps, and electronic scheduling software.
- Ability to build harmonious working relationships with co-workers, and to interact with the public.