Assistant to the Chief of Staff

Job title:

Assistant to the Chief of Staff

Competition number:

022-2026

Administrative unit:

Faculties of Human Sciences, Philosophy and Theology

Immediate supervisor:

Chief of Staff to the Dean, Faculties of Human Sciences and Philosophy

Type of employment:

Permanent (unionized)

Work schedule:

35 hours per week

Positions to fill:

1

Salary scale:

Level 6 ($59,208 to $74,781)

Masculine forms are used without any discrimination and for the sole purpose of lightening the text.

Saint-Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained a federated relationship since 1965. Bilingual and human-scaled, it has more than 1,000 students; it offers programs in social communications, counselling and psychotherapy, canon law, public ethics, conflict studies, social innovation, leadership, ecology and equity, as well as theology. Saint-Paul University offers a work environment conducive to professional fulfillment and competitive benefits.

Summary of duties

Under the supervision of the Chief of Staff, and the other members of the administrative team, the incumbent provides advanced administrative support to the Faculties of Human Sciences, and Philosophy and Theology. They coordinate administrative processes, including contract management, academic planning and data tracking, and play a central role in implementing university policies and procedures. In addition to a common core of shared responsibilities across the three positions, each assistant holds a specific mandate that supports the strategic and operational priorities of the faculties.

Main duties:

Human resources and financial support

• Email part-time professors confirmation of renewal rights once these have been determined. Post on the intranet and the USP website the courses that remain vacant once the list is ready. After consulting other administrative staff, submit the list of applications to the school directors and ensure that deadlines set out in the collective agreement are respected.
• Prepare and send contracts to part-time professors (approx. 140-150/year).
• Update the tracking file. Liaise with the Human Resources Department.
• Post teaching assistant positions and positions under the Work-Study Program (approx. 40/year).
• Prepare and send contracts to teaching assistants (approx. 40/year). Update the tracking file. Liaise with the Human Resources Department.
• Handle the logistics of professor hiring interviews: receive applications and send acknowledgements of receipt; for each candidate, prepare a file for the selection committee; track communication with candidates.
• Carry out weekly follow-up of reimbursement requests: verify completeness of supporting documents, obtain the necessary approvals from the Dean and forward compliant files to the Finance Department.
• Keep staff, contract and teaching assignment tracking files up to date.

Academic activities support

• Participate in planning and updating course schedules in uOcampus; ensure data cleaning each term, including, but not limited to, the clean-up required after transferring data to the next term, modifying the calendar of courses planned in uOcampus, and updating information about faculty members.
• Collect and analyze data on enrolment and student needs to support academic planning, program evaluation, and track course enrolment trends.
• Follow up with faculty regarding the submission of course outlines. Collect course outlines and send reminders to professors whose course outlines are missing. Record the list of missing course outlines and report issues to the supervisor.
• Provide administrative support for tasks associated with deferral requests.
• Gather the necessary information, ensure good communication with students, and keep professors informed.

Communications and general administration support

• Manage the Faculties' email inbox, respond to questions and information requests, provide information on faculty and university processes and regulations, and forward complex questions and requests to the supervisor.
• Draft and revise correspondence in both official languages, depending on the duties of the position.
• Create response templates for professional, clear, relational communication aligned with the values of the University and academic regulations.
• Maintain an efficient filing and records management system so as to preserve confidentiality, and ensure complete and accurate documentation is accessible for future consultation or verification.

Support for events and public projects

• Plan, organize and coordinate special events (conferences, colloquia, public debates).
• Collaborate with the communications department to promote events.
• Manage the Faculties' social media.
• Other relevant tasks
• Collaborate on interfaculty projects.
• Participate in training new administrative staff as needed.

Special files that may be added to main duties:

Records management and special projects

• Manage the physical and digital archives of the three faculties; implement a standardized archiving system.
• Coordinate special projects of an administrative or academic nature (e.g., preparing reports, supporting strategic initiatives).
• Ensure follow-up and updating of official documents (agreements, policies, procedures) in liaison with the Chief of Staff.
• Contribute to the continuous improvement of administrative processes through analysis and implementation of solutions.

Academic integrity

• Provide administrative follow-up of cases of academic fraud and appeals, in accordance with university regulations.
• Verify the completeness and compliance of documents received; communicate with stakeholders to obtain missing information.
• Prepare and forward documentation to the relevant committees within prescribed deadlines.
• Maintain a confidential and accurate tracking system for academic integrity files.
• Serve as the first point of contact for administrative questions related to academic integrity, in collaboration with the Chief of Staff for complex cases.

Faculty of Theology

• Manage the agenda of the Dean of the Faculty of Theology; plan and coordinate committee meetings (executive, council, ad hoc, selection).
• Prepare documentation for meetings, write minutes and follow up on decisions.
• Coordinate the recruitment process for full-time professors (postings, files, interview logistics, onboarding).
• Collaborate with the recruitment and communications department or an external marketing firm to promote the faculty's programs.
• Write, in collaboration with the faculty executive, the newsletter « TheoWeekly » on a weekly basis.

Training, knowledge, experience and essential qualities

• Bachelor's degree in administration and/or communications or a related discipline, or an equivalent combination of education and work experience;
• Demonstrated experience in customer service;
• Good command of English and French, both orally and in writing;
• Office work experience (secretarial);
• Experience with various computerized systems and software, such as the Microsoft Office suite (Word, Excel, Outlook), the uOcampus platform, the Internet, Adobe Acrobat, a content management system, EventPro;
• Good knowledge of the programs and services offered by USP.
• Strong communication skills and excellent interpersonal relationship skills;
• Ability to demonstrate judgment, courtesy, tact and discretion;
• Knowledge of and respect for confidentiality policies;
• Reliability, punctuality and flexibility;
• Initiative, organizational skills and attention to detail;
• Ability to work with little or no supervision;
• Ability to work under pressure and handle frequent interruptions;
• Ability to compromise in various circumstances;
• Ability to set priorities and excellent time management;
• Willingness to respond flexibly to emergencies;
• Ability to work as a team and collaborate with members of the professorial and student body.

Interested candidates are asked to submit their application online at www.ustpaul.ca by November 9, 2026 at 23:59 pm . Only internal applications will be considered.

We thank all those who applied. We will only contact candidates selected for the next stage of the selection process.

We subscribe to the principles of employment equity and encourage the participation of all Canadians. If your application is selected and you believe you need accommodation during the selection process, please let us know. Personal information is protected in accordance with the provisions of the Privacy Act.