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Job ID:


Assistant to the Vice-deans

Faculty of Health Sciences - Dean's Office

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Job Type: Temporary Assignment or Contract

Open Positions: 0

Posting Date: October 31, 2013

Closing Date: November 10, 2013

Union affiliation: SSUO

Job Reports To: Vice-dean Undergraduate Studies and Vice-dean Faculty Affairs

Salary (Grade: 06)

Hiring salary range

Position Purpose

Is responsible for ensuring maximum efficiency in the offices of both vice-deans by performing complex administrative, communications, liaison and reception tasks. Establishes and maintains communications with an extensive network of contacts both inside and outside the Faculty. Manages travel-related and project-related activities for both vice-deans, as well as an array of complex and highly confidential matters. Organizes and plans the meetings of each committee chaired by the vice-deans. Assists or replaces the Vice-Dean, Academic / Secretary at all meetings this person cannot attend (hospitals, SEM-faculties, etc.). Acts as a liaison with the Office of the Dean, students and professors, the University administration, other faculties, schools and services, as well as external organizations.

Essential Qualifications

Knowledge of office administration (secretarial, reception, operations) normally acquired through a postsecondary education program or through equivalent experience
Knowledge of uOttawa structures and programs, of the Faculty of Health Sciences and of general policies and procedures governing faculties and the University
Experience in client-service
Experience in business-writing in both official languages, along with a mastery of English and French grammar and spelling; ability to translate routine memos and letters from English to French and vice versa, as well as edit material in both languages
Experience conducting analyses and research, as well as producing preliminary reports
Meeting-management experience
Experience using computer systems and software (Windows, spreadsheets, data bases, presentations, email, Internet, etc.)

Key competencies required at the University of Ottawa

Planning : Organize in time a series of actions or events in order to realise 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.

Other competencies

Outstanding interpersonal and communications skills
Organizational skills and ability to work under pressure
Bilingualism Ė English and French (spoken and written)


Temporary assignment or contract of three months, with possibility of renewal. Eligibility to benefits and union affiliation will be determined upon hiring

Applications from employees holding regular positions part of the bargaining unit SSUO will be considered first. The University also accepts external applications; they will be considered in second place.
To obtain a temporary assignment, internal candidates must receive approval from their immediate supervisor.

Schedule with an average of 35hrs/week.

CODL certificates can be considered an asset. Donít forget to add them to your resume.

We thank all candidates for applying. We will only contact candidates selected for further consideration.

If you are invited to continue the selection process, please notify us of any particular adaptive measures you might require. Any information you send us will be handled respectfully and in complete confidence.
Remember to upload a current version of your CV into the My documents section of your career profile (please include the job ID number, i.e. J0000-0000, in the title of your document).

Thank you for your interest in a position with University of Ottawa. This posting has now closed. To view our current available career opportunities, please visit our Career Opportunities page.