Senior Officer, Administrative Support

Follow us on LinkedIn Posting Reason: New Position Job Type: Employee Anticipated Duration in Months (for contracts and temporary assignments): 24 Job Family: Administrative Support # of Open Positions: 1 Faculty/Service

• Department: Graduate and Postdoctoral Studies Campus: Roger Guindon Hall Union Affiliation: SSUO Date Posted (YYYY/MM/DD): 2026/10/01 Applications must be received BEFORE (YYYY/MM/DD): 2026/10/12 Hours per week: 35 Salary Grade: SSUO Grade 08 Salary Range: $68,149.00 - $86,083.00 About the Faculty of Medicine Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences. Position Purpose : Plan and coordinate activities related to the administration of financial, human, physical and material resources of the sector in order to provide support and advice to managers and to ensure that the policies and procedures are well understood and properly implemented. Typical Accountabilities:
• 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.
• Payroll: Prepare requests for remuneration, and required documentation for the generation of contracts, and administer remuneration for casual and term employees to ensure compliance with established policies and to minimize the possibility of a negative impact on the affected employee, such as an interruption in pay. Verify payroll reports for accuracy and liaise with Payroll Services to reconcile any inconsistencies.
• Human resources: Act as resource person for the sector with regards to inquiries related to classification, staffing, total compensation, and leave and performance evaluation to interpret collective agreements and policies, explain procedures, and facilitate processes. Share management tools to strengthen employee engagement within the sector with the objective of maximizing productivity and minimizing turnover. May act as 2nd level approver for leave requests to ensure compliance with current policies. Coordinate the process for the Work Study program (from posting to cost recovery) to support operational needs of the sector.
• Physical resources: Manage the physical resources to ensure the most efficient use of space for the sector. To this end, receive, analyze and treat new requests, coordinate room setup and signage, and ensure that accessibility standards are met at all times. Maintain accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records. Act as Health and Safety representative for the sector, to ensure proper communication of health and safety-related policies and practices and monitor compliance in order to minimize risk to students and staff.
• Material resources: Act as resource person for the sector with regards to inquiries on procurement policies, procedures and suppliers to ensure proper interpretation and compliance. Manage material resources of the sector to ensure that there is equipment available to meet operational needs. To this end, purchase goods and services, and create services contracts, on purchase order or on credit card, in compliance with all relevant policies.
• Records management: Maintain an effective filing and records management system to preserve confidentiality of the records and ensure that complete and accurate documentation is available for future reference or audit purposes.
• Project management: Plan and manage assigned projects. To this end, develop project specifications, identify project steps and track all relevant progress, perform inspections upon project milestones and ensure effective communication among stakeholders, monitor expenses related to the project to ensure that they meet the limits of the budget, highlight and resolve any variance from budget.
• Reporting: Prepare various moderately complex reports, on a scheduled as well as ad-hoc basis, on financial transactions, accounts, payroll, budget projections, and human resourcesrelated data for the sector to provide recommendations to managers and to support long term resources planning.
• Documentation: Write and maintain procedure manuals for internal use on procedures, processes and systems related to the incumbent’s responsibilities.
• Supervision of others: May supervise work performed by junior administrative support roles to organize priorities and provide guidance in the attainment of individual objectives. Knowledge, Experience and Skills: Essential Qualifications:
• Advanced knowledge of administration, accounting, financial and human resources 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 Other Qualifications:
• Knowledge of computer systems and software including financial systems, spreadsheets, databases, Internet and e-mail
• Experience in interpreting, explaining and applying policies and regulations
• Experience working in a unionized environment and in interpreting collective agreements
• Experience in preparing reports
• Ability to produce high quality work under pressure while meeting strict deadlines
• Strong interpersonal and communication skills Strong organizational skills
• High level of discretion
• Bilingualism – French and English (spoken and written) #LI-Hybrid 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 [email protected] to communicate the accommodation need. All qualified candidates are encouraged