Lead Officer, Administrative Support Full-time Job

Closing Date:

August 26, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

 

Hours per week:

35

 

Salary Grade:

SSUO Grade 09

 

Salary Range:

$69,478.00 - $87,764.00

 

 

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:

Oversee 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. Lead 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 mandates are related to the incumbent’s area of responsibility.

 

Typical Accountabilities:

• 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.  

• Human resources: Oversee the ongoing activities and processes related to human resources for all employee groups of the sector to ensure best practices and compliance with established collective agreements and policies.  In close collaboration with subject matter experts in central Human Resources, provide sound advice to managers and influence making-decision process on HR related issues. Share management tools to strengthen employee engagement within the sector with the objective of maximizing productivity and minimizing turnover. Liaise with Labor Relations department, to lead efforts of conflict resolution for the sector. Act as 2nd level approver for leave requests to ensure compliance with current policies.

• 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.

• Physical and material resources: Oversee the ongoing activities and processes related to physical and material resources management to ensure the best use of space and the availability of equipment required for smooth operations management. Authorize procurement requests for goods and services, obtain estimates and negotiate pricing for products and services, and coordinate with Procurement Services to ensure compliance with supplier contracts.  

• Processes and procedures: Design and implement new or modify existing work methods, procedures and processes and monitor compliance by his/her team for the purpose of continuously improving operations to maximize productivity and effectiveness.  

• 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. Manage and monitor the delivery of projects allocated to his/her team.

• Records management: Implement 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.  9. 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. 10. Supervision of others: Supervise work performed by 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 education and work experience

• Minimum 5 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 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) 

 

#LI-Hybrid

The University of Ottawa, often referred to as uOttawa or U of O, is a bilingual public research university in Ottawa, Ontario, Canada. The main campus is located on 42.5 hectares directly to the northeast of Downtown Ottawa across the Rideau Canal in the Sandy Hill neighbourhood.