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Job Type:
Employee
Duration in Months(for fixed-term jobs):
N/A
Job Family:
Administrative Support
# of Open Positions:
1
Faculty/Service - Department:
Dean's Office
Campus:
Main Campus
Union Affiliation:
SSUO
Date Posted:
June 02, 2025
Applications must be received BEFORE:
June 09, 2025
Hours per week:
35
Salary Grade:
SSUO Grade 08
Salary Range:
$64,865.00 - $81,935.00About the Faculty of Health Sciences About Sciences
Make your mark with the Faculty of Health Sciences! Health matters to everyone and we are committed to becoming a nationally and internationally recognized leader in innovative approaches to active living, health promotion, and quality health services.
Our success lies in our students and our people. Join us and every day you will have the opportunity to make a meaningful impact as we grow together and make a great faculty even better.
Position purpose:
Under the supervision of the Manager of the Dean's Office, provides administrative support to the Direction of the School of Human Kinetics to ensure the smooth operations of the unit. Coordinates the planning and implementation of the School's activities and projects. Coordinates the posting, recruitment and hiring processes for faculty and teaching & research assistantships in accordance with collective agreements (e.g. APTPUO, CUPE, APUO). Ensures the smooth operations of the School, including the preparation of documents and reports, the organization of meetings, the processing of various correspondence and communications, and the management of calendars for upper management. Supervises administrative assistants. Performs all duties independently and proactively.
In this role, your responsibilities will include:
Coordination of recruitment and hiring processes for part-time professors (APTPUO) and teaching and research assistants (CUPE): Advices the Direction of the School on hiring processes in accordance with collective agreements and compiles ad hoc data. Prepares postings and hiring contracts, ensures compliance with collective agreements and university regulations. Prepares reports according to course offerings for budget forecasting pertaining to part-time professor contracts.
Coordination of operations and activities: Coordinates the planning and implementation of operational activities. Coordinates activities surrounding special projects and events (e.g. accreditation visits, conferences, workshops, business luncheons, greeting of regular and part-time professors). Participates as a resource person in meetings of various committees for the School and Faculty (ex. Executive Committee, Faculty Committee, General Assembly, Recruitment Committees, Council, etc.). Coordinates logistics related to meetings, committees and committee elections. Prepares agendas and minutes; creates and maintains databases for the School and prepares statistical reports.
Reporting: Conducts analyses, research, compiles data, statistics and other information to produce reports to support decisions (budget forecasting, workload, scheduling, accreditation report and/or periodic reviews).
Supervision of administrative assistants: Supervises employees under the SSUO collective agreement, as well as casual staff and work-study students (WSP), in accordance with University regulations and policies. Orients, trains, and guides employees to achieve their objectives; carry out performance evaluations and ensure continuous improvement.
Coordination of recruitment and hiring processes for APUO and adjunct professors: Coordinates logistics related to recruitment, selection and hiring processes for tenure-track and temporary replacement positions. Responsible for posting jobs on external sites and related administrative tasks. Contacts successful candidates and schedules interviews; prepares necessary documentation for annual faculty workload review.
Communication: Acts as a liaison with various parties (Manager of the Dean's Office, School Directors, Labor Relations, Finance, Faculty HR, Academic Office, Chief Administrative Office, Vice-Dean).
What you will bring:
Knowledge of office administration normally acquired through postsecondary education or equivalent experience.
Minimum 5 years experience in a similar administrative position.
Experience in management and supervision.
Experience in explaining and applying regulations, procedures and collective agreements.
Experience in bilingual administrative writing.
Knowledge of faculty and university structures.
Advanced Excel and MS Office skills.
Leadership and decision-making skills.
Excellent interpersonal and organizational skills.
Ability to set priorities, work under pressure and meet strict deadlines.
Autonomy, team spirit, initiative, discretion, tact and diplomacy.
Analytical skills and ability to synthesize.
Bilingualism — English and French (spoken and written).
Bilingualism: French and English (spoken and written); to be considered for this position, 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.
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 here 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.
