Position Title:

Chief of Staff

Competition Number:

014 - 2025

Administrative Unit:

Office of the Rector

Immediate Supervisor:

Rector

Position Type:

Temporary (Non-Unionized 12-month Contract)

Hours of Work:

35 hours per week

Salary Scale :

Level 9 ( to )

In this document, the masculine pronoun is used without discrimination and only for conciseness.

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 on a human scale, it has more than 1,000 students. It offers programs in Social Communication, Counselling and Psychotherapy, Canon Law, Public Ethics, Conflict Studies, Theology, Human Relations, Transformative Leadership and Spirituality, and Social Innovation. Saint Paul University offers an environment conducive to professional growth and competitive benefits.

Saint Paul University is known for its integration of learning and research with social engagement, resulting in a unique student experience. It participates in dialogue on contemporary issues and is committed to social justice.

NATURE OF WORK

Reporting to the rector, the chief of staff provides top-level support to the management of the institution through development-consulting, coordination, analysis, and management activities concerning institutional files entrusted by their immediate supervisor or, depending on the circumstances, by other members of the Administrative Committee, all with discretion and confidentiality. They participate in the planning and coordination of all activities of the Rector's Office. They are responsible for implementing certain mandates of the rector and assisting them with specific files.

The chief of staff takes the initiative to generate and prepare relevant documentation for reports, speeches, and presentations. Additionally, the position requires the incumbent to take initiatives to ensure that requests are handled efficiently and to manage the logistics of the rector's meetings. Support for the rector's office may also include tracking progress made by certain committees and circulating relevant information.

SUMMARY

Under the general direction of the rector, the incumbent autonomously ensures the smooth operation of the office. They: 1) manage the organization of the office, the agenda, and the rector's travel; 2) plan, coordinate, and execute administrative and executive functions for the rector; 3) plan, supervise, and coordinate various projects for them and, depending on the circumstances, for other members of the Administration Committee.

KEY RESPONSIBILITIES

Administrative and executive functions in the rector's office

• acts as a gatekeeper by serving as the first point of contact for most requests addressed to the rector. They clarify needs and analyze requests by gathering relevant information, redirecting requests as needed, and preparing information notes for the rector regarding these requests;
• accompanies the rector at times on complex files; consults with relevant stakeholders, gathers pertinent information, analyzes it, draws conclusions and/or makes recommendations to the rector; calls on specific expertise when necessary;
• ensures the smooth flow of communications from the Rector's Office with internal and external partners;
• assists the rector in preparing files; directly contributes to the quality of the rectorate's decisions and the follow-up on improvements to the institution's operations; completes relevant liaisons with internal administrative units;
• prepares and drafts agendas with the rector for various committees; prepares and compiles necessary documents; convenes members; reviews minutes and, if necessary, attends meetings, takes notes, and drafts meeting minutes; follows up on decisions made at meetings;
• drafts, in consultation with the rector if necessary, correspondence, letters of attestation, requests to the Administration Committee, memos, brief press releases (in conjunction with the marketing and communications office), and documentation in both official languages; drafts analyses, tables, and summaries of documents; formats various documents and ensures their dissemination;
• plans, organizes, and participates in organizing the rector's work by optimizing their schedule between administrative obligations, managing their agendas, setting appointments, and organizing meetings for various committees that report to the rector's office;
• oversees the daily administration of the budget; ensures that the activities of the rector's office are carried out within established budgetary limits; checks monthly financial reports and reports any corrections to be made or errors;
• supports the rector in drafting correspondence and ensures the translation and review of texts, such as memos, analyses, tables, and summaries of documents, regulations;
• prepares statistics for the rector;
• determines, evaluates, and brings to the rector's attention any request that does not comply with the university's regulations, procedures, and methods;
• orders, according to their respective importance, the deadlines to be strictly adhered to;
• plans and coordinates strategic activities in which the rector participates and takes an active part, then researches relevant facts and information by consulting various internal and external stakeholders, analyzes the information by determining priorities, and provides verbal or written information notes to the rector.

Operational functions of the university outreach team

• ensures the follow-up of semi-annual reports of the strategic plan;
• oversees the administrative management of development and partnership services by ensuring vigilance over files

EDUCATION AND EXPERIENCE

• university degree at the undergraduate level in administration or a related field;
• experience in a university environment with a good understanding of administration and university structures;
• good information research skills;
• knowledge of issues related to university management;
• knowledge of issues related to strategic planning;
• experience in the application and interpretation of regulations and methods;
• experience with relevant computerized systems;
• experience with office methods (organizing meetings, coordinating daily activities, making travel arrangements, etc.);
• experience in reading and proofreading texts in French and English.

ESSENTIAL QUALITIES

• perfect bilingualism, oral and written expression;
• discretion and absolute confidentiality;
• initiative, great autonomy, and sense of responsibility;
• ability to manage confidential information discreetly;
• mastery of project management and proven ability to achieve set objectives;
• tact in interpersonal communications;
• good judgment, maturity, discretion;
• ability to write and translate documents, including regulations, in both official languages;
• methodical approach in carrying out their work;
• skills to guide and influence actions;
• availability and flexibility;
• sense of hospitality and ability to work collaboratively with various people.

Interested candidates are requested to submit an application at by July 10, 2025 at 23:59.

We thank all applicants for their interest in this position. We will be contacting only those candidates who have been chosen for the next step of the selection process.

We are committed to ensure employment equity and we encourage the participation of all individuals eligible to work in Canada. If your application is successful and you require accommodation during the selection process, please notify us if you are contacted for an interview. Your personal information is protected under the provisions of the Privacy Act.

Titre du poste :

Chef.fe de cabinet

Numéro de concours :

014 - 2025

Unité administrative :

Cabinet du rectorat

Supérieur immédiat :

Recteur

Type d'emploi :

Temporaire (Non-syndiqué - contrat de 12 mois)

Horaire de travail :

35 heures par semaine

É chelle Salariale:

Niveau 9 ( $ - $)

Le masculin est utilisé sans aucune discrimination et dans le seul but d'alléger le texte.

L'Université Saint-Paul (1848) est le collège fondateur de l'Université d'Ottawa, avec laquelle elle a conservé un lien de fédération depuis 1965. Bilingue et à échelle humaine, elle compte plus de 1000 étudiants; elle offre des programmes en communications sociales, counselling et psychothérapie, droit canonique, éthique publique, études de conflits, théologie, relations humaines, leadership transformatif et spiritualité et innovation sociale. L'Université Saint-Paul offre un environnement de travail propice à l'épanouissement professionnel et des avantages sociaux compétitifs.

NATURE DU TRAVAIL

Relevant du recteur, le chef de cabinet apporte un soutien de premier plan à la direction de l'établissement par des activités de développement-conseil . click apply for full job details