Intermediate Specialist, Academic Administration

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

12

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service – Department:

Wellness, Business Experts

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

septembre 23, 2024

Closing Date:

octobre 04, 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 Student Affairs :

Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enrol for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events and varsity sports activities, we run an innovative career development and experiential learning program and much more!

There’s nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we’re sure that you’ll enjoy the experience as much as our students do.

Position purpose:

Working closely with various levels of management, provide business expertise in order to define business and data specifications and processes, in an effort to optimize the use of the new system functions with a goal to deliver accurate information and an exceptional experience to the student while meeting the objectives of the System of the Business Unit.

In this role, your responsibilities will include:

Business Analysis: Contribute to the evaluation of the business and operational requirements of client needs, both explicit and implicit, and investigates improvements to the procedures, implementation and development as deemed necessary. Write business cases, communicates and validates these with IT colleagues, managers and others involved in the process in order to maximize the effectiveness and minimize the impact of obstacles.

Business Requirements: Identify, design, and refine business processes and transactions. Develop business requirements from the different components of systems of the business unit. in order to translate them into functional specifications to refine or develop new business processes.

Impact Assessment: Anticipate risks and issues in plans and requirements and work in collaboration with IT professionals to take appropriate action to resolve them. Understand the inter-connectedness of internal and external systems, and the impact that changes will have on the business processes. Ensure that designs are integrated into a solution that is fully tested, functional, and accurate. Ensures the smooth transition of all system enhancements into the daily operations of users. 

Testing: Design and execute business and end-user test scenarios. Ensure that the system meets the requirements in terms of flexibility, functionality, performance, reliability, and security. Track, monitor and demonstrate completion of a requirement, maintaining an emphasis on the end-user experience. Participate in data conversion validation and data reconciliation.

Data cleansing: Participate in data cleansing per the data conversion strategy.

Communication and Documentation: Proactively seek out information to gain a full understanding of the business processes. Prepare business reports and instructional manuals in order to document business processes and to support users with the use of new systems after implementation. Document application functionality as well as the individual transactions tested, keeping track of the different levels of errors; package service requests, problem logs, and systems enhancements into evolution releases for the business area.

Process redesign and implementation: Develop procedure manuals and create training materials. Assist the business area to evaluate current processes, identify new functionality to take full advantage of the new system capabilities. Maintain and upgrade interfaces to ensure clients are able to access the information and reports required to make informed decisions. Process various special requests from clients, including the upload or extraction of data and the management of specialized systems.

Systems Assessments and Improvement: Review system capabilities and workflow to determine if the processes enhance the needs of the client and the student experience. Assess existing processes to ensure any inefficiencies brought on by new systems are addressed when possible and escalated necessary. Keep apprised of evolving business processes and identify the need to assess and integrate into the project plan.

Qualitative and quantitative analyses: Run basic qualitative and quantitative statistical analyses, using statistical softwares. Organize, conduct and analyze focus groups and surveys.

What you will bring:

• University Degree in Commerce, Administration, Computer Science, Information Technology, Management Information Systems (MIS), a related field, or/and an equivalent combination of education and experience
• Minimum 3 years of experience supporting business units and their IT needs
• Thorough knowledge and experience of business processes, rules and management systems that are used by the University, including Academic regulations and processes
• Knowledge of computing principles with understanding of business processes and cycles
• Knowledge of project management methods and practices
• Knowledge of University’s established IT strategies, policies and procedures
• Knowledge of various software and web applications, including external products and their interactions with University systems
• Experience in the integration client objectives with systems
• Analytical skills to convert business requirements into functional specifications, as well as the ability to conceptualize individual requirements and create links between different stakeholders’ needs.
• Strong attention to detail for working closely within systems and across different environments
• Ability to communicate business requirements into functional requirements
• Ability to adapt to changing requirements and processes, challenge ideas, and accept new methods and procedures.
• Ability to be proactive in keeping abreast of new/emerging business processes
• Can be called upon working with different teams and projects within the sector.
• This position may require the incumbent to work outside of regular office hours and on weekends.
• Good knowledge of statistical software
• Bilingualism – French and English (written and spoken)

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 protected] 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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