Administrative Acad. Office

Job title: Administrative Acad. Office

Job description: Follow us on

Job Type: Employee

Duration in Months (for fixed-term jobs): N/A

Job Family: Administrative Support

# of Open Positions: 1

Faculty/Service – Department: BMI Operations

Campus: Smyth, Alta Vista, General Hospital, CHEO Campuses

Union Affiliation: SSUO

Date Posted: March 07, 2024

Closing Date: March 18, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week: 35

Salary Grade: SSUO Grade 07

Salary Range: $55,245.00 – $69,783.00

About the Faculty of Medicine
Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.

Position Purpose:

Oversee the day-to-day operations related to the administration of undergraduate and graduate academics for the Department, with the objective of ensuring sound management according to relevant policies and providing advice to upper management. Organize departmental activities, and person for professors and trainees of the department.

In this role, your responsibilities will include:

Academic Administration: Update course and exam schedules in uoCampus while ensuring that applicable programs meet their respective requirements and targets in terms of student population. This includes providing front-line service and information for professors and potential students. Liaise between students and professors to review exams.

Schedule and Calendar Management: Manages the Department Chair’s calendar and schedules and confirms meetings to optimize use of time. Coordinates the scheduling of meetings for committees and sub-committees chaired by Chair. Maintains updates lists of members and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files and follow-up on decisions made.

Client Service: Acts as the resources person for students and professors on academic matters and the various programs and activities offered by the Department. This includes providing front line service and information for current and potential students and professors, and visitors and redirecting people (both internally or externally) to other departments or staff.

Budget and Finance: Participate in the administration of internally and/or externally funded budgets to ensure compliance with established policies. Analyze financial statements against budgets of the BMI Department funds various types of funds to identify and address any inconsistencies. Define budget priorities for the sector and provide advice to managers on the effective preparation of budgets, budget projections and shortfalls to maximize revenue and contain expenditure. Develop key financial performance indicators and monitor performance.

Organization of Departmental Activities: Organizes and coordinates meetings and events for the Department to ensure they run smoothly and efficiently including all logistics surrounding events, such as reservations, rentals, registration, invitations, catering services, equipment installation and set up of spaces. Coordinates travel arrangements (if required), Follows-up and finalizes the payment of invoices and reimbursements.

What you will bring:

Knowledge of postsecondary programs, academic regulations and university services, normally acquired through postsecondary training, or equivalent experience

Minimum 3 years of demonstrated experience in a similar role

Advanced knowledge of MS Office and academic software such as– Brightspace, maestro, common cv, uozone and XTender.

Experience in preparing, planning, analyzing, and administering budgets

Experience in producing reports

Experience in interpreting, explaining, and applying policies and regulations

Experience working in a unionized environment and in interpreting collective agreements

Ability to produce high quality work under pressure while meeting strict deadlines

Strong interpersonal and communication skills

Strong organizational skills

Bilingualism – French and English (spoken and written)

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

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