The Student Health, Wellness, and Support sector aims to support students on their wellness journey by providing comprehensive healthcare services, mental health and case management support, health education, and academic accommodations. As a Reception Clerk, you will be an essential part of an interdisciplinary team, working closely with healthcare professionals, allied health professionals, and a variety of support staff in an integrated circle-of-care model. This approach ensures students receive the right level of care tailored to their individual needs.

Position Purpose

Assist with and perform a variety of tasks to support the administrative operations of the Student Health, Wellness and Support sector, while ensuring compliance with applicable policies and procedures.

In this job, your responsibilities will include

Administrative Tasks: Perform a variety of administrative tasks to support the operations of the sector, such as entering and updating data, drafting and preparing a variety of documents, and managing schedules and mail, in keeping with uOttawa quality standards.

Meeting Organization: Provide administrative support for organizing and coordinating meetings and events to ensure they run smoothly. For this purpose, reserve meeting rooms, make any necessary catering arrangements, and prepare meeting agendas and any other documents.

Customer Service: Welcome people who arrive in person; respond appropriately to general requests for information from customers and guides them in applying the general internal procedures of the clinic with a view to providing high quality service. Requests for information may be received and handled in person, by email, by phone or by mail.

Purchasing and Inventory Control: 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.

Reporting: Provide various simple reports, on a scheduled or ad-hoc basis, on activities of the sector to support ongoing operations and strategic planning.

Records Management: Implement and maintain 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. Maintain accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records.

Documentation: Draft and update documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities.

Coordination of Junior Workers: As needed, delegate tasks to more junior resources, mainly students hired as part of the Work-Study Program (WSP), and ensure that tasks are completed according to the stated norms and instructions.

What you will bring

• Postsecondary education in administration and office technology, or an equivalent combination of education and work experience
• Minimum two (2) years of demonstrated experience in a similar role
• Experience with computer systems and applications such as Windows, word processing software, spreadsheets, databases, the internet and email
• Excellent communication, interpersonal and customer service skills
• Experience interpreting, explaining and applying policies and regulations
• Experience in bilingual administrative writing
• Experience producing reports
• Ability to produce high quality work under pressure while meeting strict deadlines
• Initiative, self-reliance and good judgment
• Strong organizational skills
• Bilingualism – English and French (spoken and written)