Lead Officer, Administrative Support

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Finance

Campus:

Ottawa, ON

Union Affiliation:

SSUO

Date Posted:

avril 07, 2025

Applications must be received BEFORE:

avril 18, 2025

Hours per week:

35

Salary Grade:

SSUO Grade 09

Salary Range:

$69 478,00 - $87 764,00

Make your mark with the Faculty of Health Sciences!

Health matters to everyone and we are committed to becoming a nationally and internationally recognized leader in innovative approaches to active living, health promotion, and quality health services.

Our success lies in our students and our people. Join us and every day you will have the opportunity to make a meaningful impact as we grow together and make a great faculty even better.

Position purpose:
Reporting to the Finance Manager of the Faculty of Health Sciences, the incumbent oversees the day-to-day operations related to the administration of financial, human, physical and material resources of the sector with the objective of ensuring sound management and providing advice to upper management to support long-term strategic planning. Leads a team of employees whose role is to provide administrative support within these areas in order to ensure a productive and positive environment, and to provide leadership and guidance for more complex issues. May represent senior management on central committees whose man-guidance dates are related to the incumbent’s area of responsibility.

In this role, your responsibilities will include among others:

• Budget: Oversee the administration of internally and/or externally-funded budgets to ensure compliance with established policies. Analyze financial statements against budgets for various types of funds to identify and address any inconsistencies. Define budget priorities for the sector and provide expert advice to managers on the effective preparation of budgets, budget projections and shortfalls to maximize revenue and contain expenditure. Develop key financial performance indicators and monitor performance.
• Financial: Oversee the ongoing financial transactions for the sector, to ensure best practices and compliance with established policies. Develop and evaluate business practices and management tools for effective financial control. Act as approval agent for major financial transactions to ensure proper application of policies and to reconcile inconsistencies with budget forecast and actual expenditures.
• Payroll: Oversee the ongoing activities and processes related to payroll for all employee groups within the sector to ensure salary accuracy and to reconcile inconsistencies with budget forecast and actual expenditures.
• Reporting: Prepare and analyze various moderately- to highly-complex reports on financial transactions, accounts, payroll, budget projections, and human resources-related data for the sector to provide advice and recommendations to managers and to support long term resources planning.
• Supervision of others: Supervise work performed by administrative support roles to organize priorities and provide guidance in the attainment of individual objectives.

What you will bring:

• Advanced knowledge of administration, accounting, financial and human resources principles normally acquired through postsecondary studies in a related discipline or an equivalent combination education and work experience.
• Minimum 5 years of demonstrated experience in a similar role.
• Knowledge of computer systems and software including financial systems, spreadsheets, databases, Internet and e-mail.
• Experience in supervision.
• Experience participating in strategic planning.
• Experience in planning, analyzing and controlling budgets.
• Experience in analyzing reports.
• Experience in interpreting, explaining and applying policies and regulations.
• Experience working in a unionized environment and in interpreting collective agreements.
• Ability to produce high quality work under pressure while meeting strict deadlines.
• Strong interpersonal and communication skills.
• Strong organizational skills.
• Bilingualism – French and English (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 hrtalentmanagement@uottawa.ca 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.