Posting Reason:

Replacement of a regular position

Job Type:

Employee

Anticipated Duration in Months (for contracts and temporary assignments):

N/A

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Administration Office, Office of the Vice-President, Governance

Campus:

Main Campus

Union Affiliation:

N/A

Date Posted (YYYY/MM/DD):

2026/07/02

Applications must be received BEFORE (YYYY/MM/DD):

2026/07/13

Hours per week:

35

Salary Grade:

Non-Union Grade NC6 - 35 hrs

Salary Range:

$76 882,00 - $96 103,00

Position Purpose

Provides administrative support to the Office of the Secretary General to ensure smooth office operations. Coordinates the planning and implementation of the senior management office9s activities and projects in order to support the attainment of the office9s strategic objectives while maintaining the highest standard of quality. Performs all duties autonomously and proactively. May be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel and prepare documents and reports.

In this role, your responsibilities will include:

• Customer Service: Greets, informs and redirects internal and external clients. Receives and screens correspondence and phone calls intended for senior management, determines their relevance and urgency to ensure follow-up, and informs or involves senior staff as necessary.
• Administrative Writing: Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of senior management. Creates and maintains templates for outbound official communication from offices of senior management, in compliance with uOttawa9s regulations and with a view to protecting the service9s image. Attends senior management meetings to take notes and prepare minutes to follow up on decisions. Prepares presentations, brochures, publications and other related documents from handwritten notes to support the chief executive. Prepares requests for approval by the Board of Governors, Senate, AC and other committees and subcommittees.
• Operations Coordination: Coordinates the planning and implementation of the senior management office9s operational activities. Ensure that the office operates optimally by developing and implementing procedures, processes and work tools that align with the office9s strategic objectives, orientations and priorities in order to provide senior management with a standardized and high-quality support service.
• Schedule and Meeting Management: Manages senior management schedules, schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings for committees and subcommittees chaired by senior managers and those managed by the Secretary General. Maintains updated lists of members,  and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files, and follows up on decisions.
• Travel Arrangements: Coordinates travel arrangements for senior management. Researches suppliers to obtain estimates and make the necessary reservations in compliance with uOttawa regulations. Assembles the necessary documentation, follows up and collaborates with other uOttawa faculties/services to finalize the payment of invoices and the reimbursement of travel expenses.

• undefined

• Strategic Projects/Initiatives: Supports senior management in planning and implementing priority, strategic and highly confidential projects. Leads the planning and implementation of high-level administrative activities and special projects for matters under the responsibility of senior management, such as conducting comprehensive analyses, drafting official documents, memorandum and reports, and preparing presentations.
• Communication: Develops, implements and maintains effective communication strategies with all faculties/services under the responsibility of the senior management office in order to ensure proper coordination of activities and events. Acts as a resource person for communications with external clients on behalf of the senior management office.

• undefined

• File Management: Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit purposes. Coordinates document archiving. Maintains a reminder system for files requiring follow-up.
• Reporting: Performs analysis and research, and compiles data, statistics and other information to produce reports to support discussions, decision making, special projects and management activities.

• undefined

• Documentation: Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent9s responsibilities.

What you will bring:

• Postsecondary education in administration, office technology or an equivalent combination of education and work experience
• Minimum seven years of demonstrated experience in a similar role
• Bilingualism 6 English and French (written and spoken)
• Experience in organizing meetings, preparing agendas, minutes and reports
• Experience in bilingual administrative writing with excellent grammar skills
• Excellent knowledge of computer software
• Strong organizational skills, autonomy and judgment
• Strong communication skills

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.