Job Description

Job Type: Employee

Duration in Months (for fixed-term jobs): 23

Job Family: Administrative Support

# of Open Positions: 1

Faculty/Service - Department: Animal Care and Veterinary Service

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

Union Affiliation: N/A

Date Posted: June 12, 2023

Closing Date: June 23, 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: Non-Union Grade NC5 - 35 hrs

Salary Range: $61,802.00 - $75,234.00

Position Purpose:

Reporting to the Supervisor, Administrative Services, the incumbent will plan and coordinate activities related to the administration of physical and material resources of the sector and administer budgets and financial transactions in order to provide support and advice to managers and to ensure that the policies and procedures are well understood and properly implemented.

In this role, your responsibilities will include:

• Financial and budget: Coordinate the ongoing financial transactions and all activities and processes related to the administration of internally and/or externally funded budgets of the sector to maintain financial integrity and transparency and to ensure compliance with established policies. Perform all research and analysis necessary to provide recommendations to managers and/or researchers on the effective preparation of budgets, budget projections and shortfalls to maximize revenue and contain expenditure.
• Purchasing and inventory control: Act as resource person for the sector with regards to inquiries on procurement policies, procedures and suppliers. Make decentralized purchases of goods and services for the sector, on purchase order or on credit card, in compliance with all relevant policies. Control an inventory of various supplies, track the demand and replenish stock to meet the needs of internal clients. Responsible for regular maintenance of storage areas and for maintaining records of items stored.
• Physical resources management: Perform administrative activities to support ongoing operations related to management of space under his or her responsibility, such as offices, meeting rooms, storage space, classrooms, research labs, computing labs, etc. To this end, receive and analyze requests from clients and initiate action, register related financial transactions, recommend space allocations, coordinate room reservations and signage, and maintain accurate records including information on key holders and security access.
• Physical resources maintenance: Perform regular and ad-hoc inspections of infrastructure, furniture and telecommunications equipment under his or her responsibility to ensure that they are safe and functioning. Recommend preventive repair and construction work in order to avoid the necessity of larger-scale repairs. Inform contractors about related policies and ensure compliance during construction and repair by supervising the work performed by trades and reporting anomalies to supervisor.
• Reporting: Prepare various moderately complex reports, on a scheduled as well as ad-hoc basis, on financial transactions, accounts, payroll, budget projections, and other financial-related data for the sector to provide advice and recommendations to managers and to support long term resources planning. Prepare reports and analyses on the use of space as needed.

What you will bring:

• Advanced knowledge of accounting, financial and project management principles normally acquired through postsecondary studies in a related discipline or an equivalent combination of education and work experience
• Minimum 3 years of demonstrated experience in a similar role
• Knowledge of computer systems and software including financial systems, spreadsheets, databases, Internet and e-mail
• Knowledge of relevant Health and Safety legislation and experience in its application
• Experience in interpreting, explaining and applying policies and regulations
• Experience managing projects
• Experience in preparing reports
• Ability to produce high quality work under pressure while meeting strict deadlines
• Strong interpersonal and communication skills
• Strong organizational skills
• Bilingualism \xe2\x80\x93 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 \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