Legal Assistant or Law Clerk
City : Ottawa, ON, Canada
Category : Full time
Industry : Higher Education
Employer : University of Ottawa
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Duration in Months (for fixed-term jobs):12
# of Open Positions:1
Faculty/Service - Department:Court Challenges Program
Date Posted:February 12, 2024
Closing Date:February 26, 2024
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above
Hours per week:35
Salary Grade:Non-Union Grade NC6 - 35 hrs
Salary Range:$68,472.00 - $83,354.00The Court Challenges Program (CCP) provides funding to support test cases of national importance being brought before the courts to advance and clarify constitutional human rights and official language rights in Canada. Decisions about funding are made by two independent Expert Panels, the Human Rights Expert Panel and the Official Language Rights Expert Panel and are implemented by CCP staff. Funded by the federal government, the CCP is an independent organization housed at the University of Ottawa. The staff of the CCP are a small and exceptionally collaborative and collegial team.
*This position may be eligible for a telework arrangement. Learn more about our telework guidelines.
Reporting to the Director of the Program, support the legal team at the Court Challenges Program (CCP), to ensure the proper manangement of the cases that the CCP funds. Perform administrative and legal tasks involving accounting, communication, liaison and reception in order to liberate legal counsel from tasks that do not require their level of expertise, thus facilitating access to the CCP and contributing to its proper operations.
- Please submit a cover letter along with your resume.
- We work in a hybrid environment and work on campus three days per week.
In this role, your responsibilities will include:
- Case management: Maintains and keep up to date the list of all funding files and ensures that for each case, all reporting requirements are met. Keeps the list of contacts updated for all CCP cases. Performs an initial review of the progress reports and financial reports submitted by fundinf recipients. Assists in communicating with recipients and applicants, as required.
- Accounting: In cooperation with the legal counsel, maintains updated financial reconciliations for funded cases. Verifies and deposits unused funds that have been returned. Accounts for expenses and returns of funds in the financial records, most notably by checking the accuracy of data in the University’s systems. At the close of each fiscal year, creates a list of accounts payable for funded cases.
- Payment: In cooperation with the University’s financial services, ensures timely and effective payment of funds from the CCP to trust accounts designated by recipients.
- Administrative support to the legal team: Assists in the legal team in drafting legal correspondence and documents. Analyzes, and creates reports on, surveys conducted as part of funding applications and report submissions. Enhances access to the CCP by answering questions, that do not require the expertise of CPP legal counsel, from applicants, recipients, and members of the public over the phone and by email. Refers individuals to the appropriate resources, whether internal or external to the CCP.
- Administrative support to Expert Panels: Assists in the preparations of Expert Panel meetings by sending relevant documents to members, preparing and submitting invoices formeeting allowances and requests for reimbursment from Panel members, and ensuring that meetings run smoothly.
- Data analysis and proper operation of the CCP: As a member of the CPP staff, contributes to ensuring that CCP processes run optimally (for example, by creating or improving templates, procedures, and workflows. In cooperation with other staff, manages and analyzes statistical data to fully understand and report on the performance of the CCP.
What you will bring to the role:
- College-level training as a legal assistant, law clerk, or other equivalent qualification.
- At least three years’ experience in a similar position.
- Ability to communicate clearly and effectively, both orally and in writing, in both official languages, including on legal subjects.
- Ability to independently produce high-quality documents in both official languages and to review own's own work.
- Excellent organizational skills, including the ability to define the tasks to perform and the steps to take to achieve the CCP’s goals. Ability to perform tasks with precision and attention to detail. Ability to work effectively under pressure and to organize the workload to meet strict deadlines and manage multiple priorities.
- Discretion, notably with regard to highly confidential documents; ability to ensure the confidentiality of personal information, particularly personal information subject to solicitor-client privilege.
- Ability to communicate effectively with people at all administrative levels, both internally and externally.
- Good judgment and initiative fostering collaboration. Proactive attitude and ability to work independently.
- Creativity in researching and implementing suitable solutions to perform the work assigned.
- Good knowledge of Microsoft Office (Word, Excel, Outlook, etc.). Experience with Workday enterprise management solution is an asset.
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 realize 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.
The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact email@example.com to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.
If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.
Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.