Category: NR3 – Administrative Assistant, Research and Program Support
Duration: Full-time (35h per week)
Start date: Flexible, as soon as possible
Annual base salary range: $49,462–$61,813 (based on experience)
Reports to: Prof. Florian Martin-Bariteau
The University of Ottawa Centre for Law, Technology and Society is seeking an inspiring and energetic Administrative Coordination Assistant to provide support to its core activities, as well as some programs and projects.
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 the AI + Society Initiative, the University Research Chair in Technology and Society, and related projects.
Performing all duties autonomously and proactively, the Assistant will organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, track finances, coordinate administrative processes (including human resources), 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: We are currently working in a hybrid model, and it will be expected that the hired candidate be present in person at the Centre’s modern workspace at 100 Thomas Moore. We understand each person’s circumstances are unique and will work with the selected candidate to explore the best working conditions for them.
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.
How to apply
The application package should include:
- a cover letter
- a complete curriculum vitae
Please direct your questions to firstname.lastname@example.org.
The selection committee will start to review applications on May 22, 2023. Applications will be considered until a successful candidate is found.
We thank all applicants for their interest, however only those under consideration for the role will be contacted. 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.
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.