Administrative Assistant – Research Support Services

Important messages

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please use the Contact information below to request specialized accommodation. All information received in relation to accommodation will be kept confidential.

Assessment accommodation

AAFC is committed to diversity and inclusion and is proud to be recognized as one of Canada’s best diversity employers. We welcome all applicants and strongly encourage candidates to self-declare if they belong to an Employment Equity designated group (i.e. Aboriginal Peoples, Persons with Disabilities, Visible Minorities or Women).

Duties

The successful applicant will perform clerical and administrative duties in support of research activities. Specific activities include manuscript and research proposal formatting and upload to internal and external on-line forms using web-based tools. Administrative support to program activities, including travel requests and booking arrangements, and expense management reporting on the Shared Travel Services portal. Monitoring and tracking of program budgets in relation to staffing and procurement, ensuring transactions are executed according to internal and external financial guidelines. Monitoring and tracking of incoming manuscript submissions where the supervisor is author, reviewer, or functioning in the capacity of Editor-In-Chief or Associate Editor. The incumbent will also be required to organize meetings, produce corresponding support materials, and schedule/book meeting rooms, travel, conference calls as required by the scientist.

Intent of the process

Immediate need: 1 full time temporary position (2 years).

A pool of qualified candidates may be established and may be used for similar permanent and temporary employment.

In the event that an employee of the public service is qualified through this process, he/she may be considered for acting, deployment, assignment or secondment opportunities.

Positions to be filled: 1

Information you must provide

Your résumé.

Contact information for 2 references.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

Secondary school diploma or an acceptable combination of education, training and/or experience.

IF YOU HAVE FOREIGN CREDENTIALS, please follow the link below for information on how to obtain a degree equivalency. You must obtain an equivalency, at your own expense, in order to be considered for appointment into the public service.

Degree equivalency

Experience providing a range of administrative support services.
Experience using common word processing, spreadsheet, and e-mail software (i.e. Word, Excel, and Outlook).

If you possess any of the following, your application must also clearly explain how you meet it (other qualifications)

Successful completion of two years of post-secondary education from a recognized institution.

Degree equivalency

Experience coordinating domestic and international travel arrangements, preparing travel claims and working in the Shared Travel Services portal.
Experience in procuring and purchasing goods and services through M/C, purchase orders and/or other procurement processes.

The following will be applied / assessed at a later date (essential for the job)

English essential

Information on language requirements

Knowledge of general office practices and procedures including basic purchasing methods.

Adaptability
Interactive communication
Planning and organizing
Dependability
Teamwork
Writing Skills

Ability to perform essential clerical tasks quickly and accurately.
Ability to use Microsoft Word and Excel.

The following may be applied / assessed at a later date (may be needed for the job)

Selection may be limited to members of the following Employment Equity groups: Aboriginal persons, persons with disabilities, visible minorities, women

Information on employment equity

Placement of Agriculture and Agri-Food Canada (AAFC) employees affected by Work Force Adjustment.

Conditions of employment

Reliability Status security clearance

Possession of a valid driver’s license or personal mobility to the extent normally associated with the possession of a valid driver’s license.
Ability and willingness to work overtime, including evenings and weekends.
Ability and willingness to control allergies, through the use of personal protective equipment and/or medication and this must not impinge upon the duties to be performed.

Other information

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the Canadians we serve. We promote employment equity and encourage you to indicate if you belong to one of the designated groups when you apply.

Information on employment equity

ASSESSMENT INFORMATION

You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. It is your responsibility to provide appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

Various assessment tools may be used, such as, standardized tests, interviews, references, board member knowledge, etc.

All communication relating to this process, including email correspondence may be used in the assessment of qualifications.

A random and/or top down selection of candidates may be used in the determination of those to be given further consideration in the assessment process.

Appointment decisions may be based on one or more of the following criteria:
- Matching of the individual's experience or qualifications to the strengths and weaknesses of the work team.
- Matching of the individual's experience or qualifications to the specific duties of the position being staffed.
- Depth, breadth, type of work-specific experience.
- Level/degree of one or more competencies/qualifications.

A test may be administered.

An interview may be administered.

Reference checks may be sought.

You must provide proof of your education credentials.

Asset qualifications may be used in the determination of those to be given further consideration in the assessment process.

APPLICATION & CORRESPONDENCE INFORMATION

Applications submitted by email will not be accepted. You must apply on-line through www.jobs.gc.ca.

Persons with disabilities preventing them from applying on-line are asked to contact 1-800-645-5605.

Persons are entitled to participate in the appointment process in the official language of their choice. Applicants are asked to indicate their preferred official language in their application.

Communication for this process will be sent via email. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required. Candidates who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email).

Preference

Preference will be given to veterans and to Canadian citizens, in that order, with the exception of a job located in Nunavut, where Nunavut Inuit will be appointed first.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.