Job Description

Job Type: Employee

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

Job Family: Administrative Support

# of Open Positions: 1

Faculty/Service - Department: PDI - Operations & Client Service

Campus: Main Campus

Union Affiliation: SSUO

Date Posted: August 28, 2023

Closing Date: September 08, 2023

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 06

Salary Range: $50,642.00 - $63,967.00

Position Purpose:
Reporting to the Lead Coordinator, Business Operations, provides frontline client service by greeting members of the University community and visitors, providing them with information and directing them to the appropriate person or service. Performs administrative tasks in order to support the unit\xe2\x80\x99s operations

In this role, your responsibilities will include:

• Client Service: Acts as resource person by informing the University community and the public of the unit\xe2\x80\x99s products, services, activities, schedules, rates, regulations and policies. Promotes offered services and products and recommends services and products that will best meet clients\xe2\x80\x99 needs, or directs requests to the right person or service. Handles requests and takes payments for products and services, such as event ticket sales, sports packages, parking passes and room rentals. Helps clients fill out administrative forms. Receives and reviews complaints about products, services or policies, updates accounts and provides follow-up in accordance with established procedures.
• Administrative Tasks: Performs administrative tasks in order to support unit operations, such as registering participants for activities, entering and updating data, writing and preparing administrative documents, reserving rooms, managing unit activity and event calendars, and handling mail.
• Financial Operations: Performs administrative tasks to support day-to-day financial operations, such as entering data, issuing invoices, taking payments, doing bookkeeping and recordkeeping, and auditing and reconciling accounts, while complying with relevant policies and regulations. Arranges refunds, exchanges and cancellations. Identifies discrepancies and makes the appropriate corrections to maintain data integrity.
• Physical Resources Maintenance: Performs regular and ad-hoc inspections of facilities, equipment and material under their responsibility, in order to ensure that they are safe and functioning at all times. Identifies any necessary repair and construction work to prevent accidents and avoid major repairs. Answers general questions about related policies and informs superiors of irregularities.

What you will bring:

• High school diploma; completion of post secondary training in office and administration preferred
• Minimum two years of demonstrated experience in a similar role
• Sales experience
• Experience using computer systems and software such as Windows, word processing software, spreadsheets, the internet and email
• Excellent communication, interpersonal and customer service skills
• Discretion and ability to maintain confidentiality
• Dependability
• Sound judgment
• Strong organizational skills
• Ability to work under pressure
• Bilingualism \xe2\x80\x93 English and French (oral 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 \xe2\x80\x93 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.

University of Ottawa