Associate Supervisor, Academic Program Management

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Academic Program Management

# of Open Positions:

1

Faculty/Service – Department:

Academic Administration

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

September 26, 2024

Closing Date:

October 07, 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:

SSUO Grade 10

Salary Range:

$77,637.00 – $98,070.00

About the Common Law Section of the Faculty of Law

Over the past 20 years, the Common Law Section of the Faculty of Law at the University of Ottawa has become a national and global leader in many fields. We are the only law school to offer a common law degree in both English and French, and our faculty is one of the most accomplished in the country. We are an engaged Faculty, and we have a strong culture of public engagement. We also have a strong bond with the legal community in Ottawa and a special relationship with the Supreme Court of Canada. We are leaders — leaders in research, leaders in the profession and leaders in our community. On any given day, members of our faculty may be seen testifying before a Parliamentary committee, providing expert commentary in the media, or contributing to public policy debates on the issues of the day. We are the most-cited law faculty in the national media. Through our dedication we have built strong experiential learning opportunities for our students where our students have unparalleled access to, and interaction with, the highest judges in the land to help foster an inclusive and high-quality student experience. 

Position purpose:

Supervises, co-ordinates and plans all activities related to academic operations while ensuring that the activities of the Undergraduate Studies Office’s Faculty Support Service run smoothly. Develops, plans and carries out strategies to ensure that processes and activities are tailored to student and professor needs. Ensures that frontline services are effectively delivered, to offer our clients a top-quality experience. Handles the application of regulations and the dissemination of academic information to professors and support staff in the section.

Manages and ensures the quality of the Faculty Support Service’s onboarding and information services. Co-ordinates and supervises the work of Faculty Support Service staff.

In this role, your responsibilities will include:

• Acts as an expert and provides advice on the interpretation and application of University regulations, implementation of programs and development of strategies, procedures and internal processes that maximize the effectiveness and efficiency of the office for all staff under own supervision.
• Acts as an expert and provides advice on the procedures and processes relating to academic operations and the implementation of mechanisms aimed at ensuring service quality as well as the satisfaction of the Faculty’s students and professors. Defines priorities and the range of services provided, and sees to the long-term strategic planning and monitoring of academic processes to ensure maximum effectiveness and efficiency of the services provided to professors.
• Implements the standardized processes needed for updating course selections and quotas; scheduling courses and exams, and exam conflicts; entering final grades; evaluating teaching and courses; correcting lists and producing statistics needed for proper planning of course offerings and enrolment, etc.
• Prepares reports of varying complexity at the request of the manager, administration of undergraduate studies, or the Office of the Dean, to assist in planning and decision making. Collects, analyzes and summarizes the requested data.

What you will bring:

• Undergraduate degree in a related field, or an equivalent combination of education and experience
• Five years’ relevant experience in a similar position
• Three years’ supervisory experience
• In-depth knowledge of academic programs at the secondary school, college and undergraduate levels (structures, curricula, regulations)
• In-depth knowledge of university and faculty regulations
• Experience in managing projects and priorities
• Experience in analyzing academic records and in interpreting, communicating and applying university regulations and procedures
• Experience in problem solving
• Experience in researching, analyzing and producing data and statistical reports
• Experience in managing human resources, teams and conflict
• Experience in providing customer service in a supportive academic environment
• Ability to work well under pressure and to organize team’s work to meet strict deadlines (strong organizational skills)
• Skills in using computer systems and the software needed to perform the duties of the position
• Strong critical thinking and analytical skills
• Leadership skills and strong interpersonal skills
• Availability to work flexible hours (evenings and weekends) during busy periods
• Bilingualism (French and English) — spoken and written

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 hrtalentmanagement@uottawa.ca 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.

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