Temporary replacement of a regular position

Employee

18

Administrative Support

1

Operations_School of Psychology

Main Campus

SSUO

2026/03/26

2026/04/06

35

SSUO Grade 07

$59 038,00 - $74 574,00

The FSS comprises nine departments, schools and institutes, which offer undergraduate, masters and doctoral programs in both English and French. With its 10,000 students, 260 full-time professors, and wide array of programs and research centres, the Faculty of Social Sciences plays a key role at the heart of the University of Ottawa. Its graduate students are supervised by excellent researchers and undertake cutting-edge research in the Faculty's masters and Ph.D. programs. Along with its complement of about 100 administrative employees, the faculty is proud to provide a collaborative working environment that inspires new ideas, encourages creative ingenuity, and promotes excellence.

Provide administrative support to the School’s management as well as to the Psychology School’s administrative office, in order to ensure the smooth functioning and to support the implementation of activities and projects. Provide frontline customer service, including welcoming, informing, and directing internal and external clients. Perform tasks to support day‑to‑day operations, physical and material resources, budgets, and the recruitment activities of the department’s teaching staff, while respecting procedures and regulations.

• Client services: Welcome, inform, and direct internal and external individuals on behalf of the Director and the School. Receive and screen correspondence and phone calls addressed to the Director and the School, assess their relevance and urgency to ensure appropriate follow‑ups, and involve the Director when necessary. Serve as a resource person for internal and external clients regarding inquiries related to departmental programs, procedures, and regulations to ensure understanding.
• Administrative Writing and Governance Support: Draft and revise documents using templates and coordinate the translation of administrative correspondence on behalf of the Director and the School. Responsible for updating the School’s regulations based on changes communicated by management. Attend management meetings to take minutes and prepare meeting records to ensure follow‑up on decisions made. Prepare memos, announcements, presentations, publications, and other related documents from handwritten notes to support the Director. Responsible for updating the School’s website.
• Calendar and Meeting Management: Manage the Director’s calendar, schedule and confirm appointments to ensure optimal use of their time. Organize and coordinate meetings and committees chaired by the Director, as well as any other requested meetings, to ensure smooth operations. Prepare and distribute required documentation and files, and ensure follow‑up on decisions made.
• Coordination of Physical Resources and Access: Perform administrative activities supporting day‑to‑day operations related to space management, in collaboration with the Faculty Building Manager. Responsible for key management and maintaining an up‑to‑date registry of key holders. Receive client requests and take action. Manage the use of rooms and spaces assigned to graduate students. Assign offices and ensure follow‑ups.
• Budget Coordination: Support the Operations Supervisor in coordinating various financial activities in compliance with processes and regulations. This includes coordinating payments for reimbursements and invoices, monitoring expenses, and ensuring that spending aligns with regulations, agreements, and allocated budgets. Coordinate administrative processes related to graduate student scholarship programs. Prepare various reports on a fixed schedule or as needed, including financial operations, accounts, budget forecasts, and other financial data, to make recommendations to the manager and support resource planning.
• Payroll Verification: Verify the accuracy of payroll reports for the School, including APTPUO and CUPE contracts. Liaise with the Faculty payroll administration team, or with the Payroll Service when needed, to correct discrepancies.
• Procurement Coordination: Coordinate purchasing activities for the School and its laboratories by identifying needs and collaborating with the University’s procurement specialists. Monitor stock levels of various supplies, track demand trends, and replenish inventory to meet internal client needs. Oversee regular maintenance of storage areas and maintain