Information Officer

Salary (Grade: 06)

Hiring salary range

$49,167 – $62,104

The University of Ottawa—A crossroads of cultures and ideas

The University of Ottawa is home to a dynamic community of over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroad of cultures and ideas, where bold minds come together to inspire game-changing ideas. We believe in the power of representation, and that increasing the diversity of our faculty and staff supports this objective. Our goal is to provide students with the best possible learning experience, in an environment that reflects the diversity of its people, their ideas, and their identities.

We are one of Canada’s top 10 research universities—our professors and researchers explore new approaches to today’s challenges. One of a handful of Canadian universities ranked among the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from across the globe. Our employees come together around the shared purpose of constant improvement, personal development, service excellence, teamwork and a passion for learning with a desire to make uOttawa and the world a better place. Everyone’s contributions are valued, we all play a part in making uOttawa a world-class institution. Most importantly, we make it possible for you to achieve your full potential. Because at uOttawa, you belong!

Position Purpose

Reporting to the Senior Administrative officer, the incumbent provides frontline client service by greeting members of the University community and visitors, providing them with information and directing them to the appropriate person or service. Performs administrative tasks in order to support the unit’s operations.

In This Role, Your Responsibilities Will Include
Client Service: Acts as a resource person by informing the University community and the public of the unit’s products, services, activities, schedules, rates, regulations and policies. Promotes offered services and products and recommends services and products that will best meet clients’ needs, or directs requests to the right person or service. Handles requests and takes payments for products and services, such as event ticket sales, sports packages, parking passes and room rentals. Helps clients fill out administrative forms. Receives and reviews complaints about products, services or policies, updates accounts and provides follow-up in accordance with established procedures.
Administrative Tasks: Performs administrative tasks in order to support unit operations, such as registering participants for activities, entering and updating data, writing and preparing administrative documents, reserving rooms, managing unit activity and event calendars, and handling mail.
Financial Operations: Performs administrative tasks to support day-to-day financial operations, such as entering data, issuing invoices, taking payments, doing bookkeeping and recordkeeping, and auditing and reconciling accounts, while complying with relevant policies and regulations. Arranges refunds, exchanges and cancellations. Identifies discrepancies and makes the appropriate corrections to maintain data integrity.
Physical Resources Maintenance: Performs regular and ad-hoc inspections of facilities, equipment and material under their responsibility, in order to ensure that they are safe and functioning at all times. Identifies any necessary repair and construction work to prevent accidents and avoid major repairs. Answers general questions about related policies and inform superiors of irregularities.
Records Management: Establishes and maintains an effective filing and records management system to preserve record confidentiality and ensure that complete and accurate documentation is available for future reference or audit purposes.

What You Will Bring
High school diploma; completion of post-secondary training in office and administration preferred
Minimum two years of demonstrated experience in a similar role
Sales experience
Experience using computer systems and software such as Windows, word processing software, spreadsheets, the internet and email
Excellent communication, interpersonal and customer service skills
Discretion and ability to maintain confidentiality
Dependability
Sound judgment
Strong organizational skills
Ability to work under pressure
Bilingualism – English and French (oral and written)

Bilingualism: French and English (spoken and written); to be considered for this position, 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.

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 realise 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 are at our best when everyone has a seat at the table, and when we are made to feel like we belong. 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 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.