Intermediate Specialist, Academic Human Resources

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The 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 Chief Administrative Officer, provides advisory services and administrative support to the Dean, Vice-Deans, and internal units for the recruitment and selection of teaching staff and the application of collective agreements. Coordinates the planning and implementation of operational activities for the faculty’s Office of the Dean in order to support its attainment of strategic objectives while maintaining a high standard of quality.

In this job, your responsibilities will include:

• Integration of the University’s Academic and Administrative Procedures: Integrates academic and administrative procedures and management systems into the planning and management of the faculty. Develops and maintains a comprehensive understanding of University of Ottawa policies, procedures and practices and of those specified by law that pertain to the faculty’s operations. Participates in developing internal academic procedures and practices and ensures that they help achieve the faculty’s objectives.

• Advisory Services: Works with Academic Labour Relations to provide consultation services and support to the Dean, Vice-Deans and internal units on issues pertaining to the collective agreements of teaching staff, including the recruitment process, promotions, performance, promotions, time off and workload. Identifies problems, issues and implications associated with operational plans and recommends solutions that meet the faculty’s needs. Acts as a resource person for teaching staff by providing detailed information on the University’s procedures, programs, policies and regulations in order to ensure that they are understood and accepted. Supports the Dean as needed in the initial steps of the grievance process and in addressing and resolving issues related to accommodation, disability management, harassment and other health and safety issues.

• Recruitment and Selection: Supports academic units in all aspects of the job posting process and in selecting teaching staff, in accordance with relevant human resources policies and procedures and with collective agreements. Supports the Dean and Vice-Deans in managing the selection process for new management of departments and Vice-Deans’ Offices, as well as for mandate renewals.

• Operations Coordination for the Office of the Dean: Coordinates the planning and implementation of operational activities for the faculty’s Office of the Dean. Ensures that office operations are optimal by developing and implementing work procedures, processes and tools that align with the faculty’s strategic objectives, orientations and priorities in order to provide the Dean, Vice-Deans and other faculty members with a standardized and high-quality support service.

• Schedule and Meeting Management: Manages the Dean’s schedule, schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings for committees and subcommittees chaired by the Dean. Maintains updated lists of members, and prepares and sends out meeting announcements and agendas. Prepares and distributes any necessary documents and files, and follows up on decisions.

• Strategic Projects/Initiatives: Supports the Dean and 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 the Dean, such as conducting comprehensive analyses, drafting official documents, memorandum and reports, and preparing presentations.

• Communication: Develops, implements and maintains effective communication strategies with all faculty units in order to ensure proper coordination of activities and events. Acts as a resource person for communications with external clients on behalf of the Dean’s Office.

• Reporting: Coordinates and manages the development and implementation of statistical information systems associated with the academic activities of the faculty and its members. Conducts research and surveys, prepares and analyzes complex reports related to academic activities in order to support the discussions, decision making, special projects and activities of the Dean’s Office. Responds to all external inquiries, including by answering official surveys and producing specific reports.

• Supervision: Supervises work performed by junior administrative support workers in order to determine priorities and provide guidance in the attainment of individual objectives.

What you will bring:

• Postsecondary education in administration or a related discipline, or an equivalent combination of education and work experience

• Minimum five years of demonstrated experience in a similar role

• Thorough knowledge of the administrative structure and governance of a large organization, preferably in a university setting

• Knowledge and experience applying and interpreting regulations, policies and collective agreements

• Experience using computer systems and software such as Windows, word processing software, spreadsheets, databases, the internet and email

• Excellent communication, interpersonal and customer service skills

• Experience in analysis and problem-solving

• Experience performing analyses and research and producing reports

• Project management experience

• Experience in bilingual administrative writing

• Ability to produce high quality work under pressure while meeting strict deadlines

• Initiative, autonomy and sound judgement

• Organizational skills

• Bilingualism - English and French (spoken and written)

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] 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.