City : Ottawa

Category : Regular Full Time

Industry : Education

Employer : University of Ottawa

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!

About the Telfer School of Management
The Telfer School of Management at the University of Ottawa is located in the heart of Ottawa and is the proud academic home of some 4,300 students,200 faculty members, over 100 staff members, and over 30,000 alumni.

At Telfer, everything we do from teaching to research, to policy advice is firmly aligned with helping Canada reach its potential. We believe that better business practice means a better Canada and that a better Canada means a better world.

Position purpose:

Reporting to the Physical and Material Resources Officer, the incumbent performs a variety of activities to support the administration of physical and material resources of the sector in order to ensure that the facilities are safe and functioning and that related policies and procedures are well understood and properly implemented. Assist with other administrative functions (maintenance of office equipment, mail distribution, etc.) as required.

In this role, your responsibilities will include:

• Physical resources management: Perform administrative activities to support ongoing operations related to management of space under his or her responsibility, such as offices, meeting rooms, storage space, classrooms, research labs, computing labs, etc. To this end, receive and analyze requests from clients and initiate action, register related financial transactions, recommend space allocations, coordinate room reservations and signage, and maintain accurate records including information on key holders and security access.
• Physical resources maintenance: Perform regular and ad-hoc inspections of infrastructure, furniture and telecommunications equipment under his or her responsibility to ensure that they are safe and functioning. Recommend preventive repair and construction work in order to avoid the necessity of larger-scale repairs. Inform contractors about related policies and ensure compliance during construction and repair by supervising the work performed by trades and reporting anomalies to supervisor. 
• Project management: Manage assigned projects related to simple moves and renovations, repairs and space setup for the sector.  Assist with aspects of major moves and renovations to minimize negative impact on the affected employees. To this end, coordinate preliminary safety preparations of spaces, and ensure effective communication among stakeholders.
• Purchasing and inventory control: Act as resource person for the sector with regards to inquiries on procurement policies, procedures and suppliers. Make decentralized purchases of goods and services for the sector, on purchase order or on credit card, in compliance with all relevant policies.  Control an inventory of various supplies, track the demand and replenish stock to meet the needs of internal clients. Responsible for regular maintenance of storage areas and for maintaining records of items stored.
• Financial transactions: Coordinate financial transactions related to construction and repairs to support ongoing operations. To this end, initiate payments by entering invoice data into the financial system, reconcile account statements against records of transactions and take action upon any inconsistencies, reconcile credit card statements and initiate payment.

What you will bring:

• Knowledge of administration and project coordination principles normally acquired through postsecondary studies in a related discipline or an equivalent combination of education and work experience
• Minimum 2 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 interpreting, explaining and applying policies and regulations Experience with and understanding of basic accounting principles
• Experience in producing reports
• 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 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.