Category: NR3 – Research Administrative Assistant
Duration: Full-time (35h per week)
Start date: Flexible, as soon as possible
Annual base salary range: $47,150–$60,597 (based on experience)
Unit: University of Ottawa Centre for Law Technology and Society
Reports to: Prof. Florian Martin-Bariteau, Director, Centre for Law, Technology and Society
Please note that application will be accepted from January 14 to January 24, 2021.
The Administrative Coordination Assistant will primarily provide general administrative, operational, and coordination support to the director of the University of Ottawa Centre for Law, Technology and Society. The Assistant will also provide support to some special projects, events and major initiatives, notably the AI + Society Initiative and 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, prepare documents and reports, coordinate administrative processes, coordinate events and assigned projects.
The Assistant will work both in French and English, in collaboration with other staff members, and various stakeholders at the University of Ottawa and across a network of academic, governmental and community stakeholders, both in Canada and globally.
Place of work and COVID-19: Since the beginning of the COVID-10 pandemic, we’ve transitioned to a work-from-home model, and this role is expected to begin as a remote position. We understand each person’s circumstances may be unique and will work with you to explore possible options with the hired candidate. At the campus’ reopening, the Assistant will be located within the Centre’s workspace at 100 Thomas Moore. After a reasonable notice, it will be expected that the hired candidate will be present in person in our office spaces.
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 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 initiatives.
Financial and administrative duties
- Prepares financial claims, human resources requests, tracks expenses (e.g. reimbursements), maintains financial records, and provides accounting updates.
- Tracks projects’ operational supplies, requesting or acquiring equipment or supplies necessary.
- Assists for procurement of goods and services for 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 different projects.
- 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, spreadsheets, or presentation software.
- Assists with web site maintenance and other project communication vehicles (blogs, newsletters, etc.).
- 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 Microsoft 365 (Word, Excel, PowerPoint, Outlook, Forms, OneNote, Sharepoint and OneDrive), Google Apps, and electronic scheduling software.
- Ability to build harmonious working relationships with co-workers, and to interact with the public.
The cover letter shall indicate the level of proficiency in English and French.
The University of Ottawa is an equal opportunity employer. We strongly encourage applications from women, Indigenous people, persons with disabilities and members of visible minorities.
In keeping with Immigration, Refugees and Citizenship Canada requirements, all qualified persons are invited to apply; however, preference will be given to Canadian citizens and permanent residents.
In keeping with the Accessibility for Ontarians with Disabilities Act, 2005, the University of Ottawa will provide accommodations upon request during the recruitment, selection and assessment process for candidates with a disability.