- Salary
- $57k – $72k
- Location
- Hamelin Hall, Canada · Hamelin Hall
- Type
- Full-time
- Department
- Administration
- Closing date
- Today
- Source
- Workday
Description
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Posting Reason:
Replacement of a regular positionJob Type:
EmployeeAnticipated Duration in Months (for contracts and temporary assignments):
N/AJob Family:
Administrative Support# of Open Positions:
1Faculty/Service - Department:
OperationsCampus:
Hamelin HallUnion Affiliation:
SSUODate Posted (YYYY/MM/DD):
2026/08/10Applications must be received BEFORE (YYYY/MM/DD):
2026/08/21Hours per week:
35Salary Grade:
SSUO Grade 06Salary Range:
$56,858.00 - $71,822.00About the Faculty of ArtsThe oldest and one of the biggest faculties at the University of Ottawa. The Faculty of Arts has evolved to be one of the leading faculties on campus. Now more than ever, the new economy needs thinkers, communicators, and creators. Whether you are interested in the Humanities, Languages and Literatures, or Fine and Performing Arts, the Faculty of Arts offers students an education for today's and tomorrow's workplace! The Faculty of Arts is dedicated to creating a diverse, equitable and inclusive environment for everyone.
Position purpose:
Reporting to the Senior Officer, the incumbent serves as a point of contact as well as a continuous source of communication for students, partners, and language teachers. Provides support to the overall operational functioning of the Centre for Language Learning (CLL), by coordinating various academic and administrative activities essential to program operations to ensure the attainment of student registration and retention quotas, and the efficient delivery of courses.
In this role, your responsibilities will include:
Provides quick and courteous service to inform and advise students in person, by phone, and in writing about various aspects of program delivery and educational support services at the Centre for Language Learning. Analyses and addresses general student requests based on an understanding of processes, policies and program requirements. Performs the necessary investigations to direct students to sources both within the Centre for Language Learning and the University of Ottawa to ensure student recruitment and retention.
Supports program administration by updating student files, registering students into programs, enrolling students into courses, sending students admission and other key documents, and sending administrative lists to internal and external recipients. Manages documents from students and sponsoring agencies. Assists the Operations Coordinator with course scheduling and classroom logistics. Delivers information campaigns for new and returning students to ensure efficient integration of students into the University of Ottawa.
Ensures the proper operation and supply of office equipment and program resources by facilitating repair and supply requests, and acts as the contact person for maintaining the availability and efficiency of office resources. Assists in organizing events by booking rooms and placing orders while ensuring that supplies, handouts, multimedia equipment and refreshments are prepared and available. Attends meetings, and takes and distributes minutes. Maintains a manual of policies, procedures, and processes used by all employees at the Centre for Language Learning. Consults with staff to make updates. Stores this manual for easy access by other staff in order to ensure the standardization of services.
What you will bring:
Knowledge of administration principles normally acquired through a postsecondary education or equivalent experience;
A minimum of 2 years’ experience in an office setting;
Experience researching and analyzing data as well as creating administrative and statistical reports.
Experience in education, in particular with new Canadians and international students and clients with limited language ability in English or French;
Knowledge of administrative procedures at the University of Ottawa would be an asset;
Experience using computer systems and software such as student information systems, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access), , word processing programs, databases, spreadsheets, email, and internet;
Experience working in an environment with access to confidential information and protecting such information;
Knowledge of and respect for cultures around the world;
Tact and diplomacy, combined with the ability to work productively and cordially with students, teachers and clients;
Customer service orientation;
Ability to work independently and efficiently;
Ability to prioritize and coordinate multiple demands and to multitask in order to ensure prompt service and meet firm deadlines;
Bilingualism (spoken and written). Fluency in a third language would be an asset.
Please note that the job description for this role will be reviewed later this year.
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 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.
