Senior Officer, Academic Administration

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service – Department:

Academic Services

Campus:

Social Sciences Building

Union Affiliation:

SSUO

Date Posted:

février 29, 2024

Closing Date:

mars 11, 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 08

Salary Range:

$60 700,00 – $76 672,00

About the Faculty of Social Sciences

The FSS comprises nine departments, schools and institutes, which offer undergraduate, masters and doctoral programs in both English and French. With its 10,000 students, 260 full-time professors, and wide array of programs and research centres, the Faculty of Social Sciences plays a key role at the heart of the University of Ottawa. Its graduate students are supervised by excellent researchers and undertake cutting-edge research in the Faculty’s masters and Ph.D. programs. Along with its complement of about 100 administrative employees, the faculty is proud to provide a collaborative working environment that inspires new ideas, encourages creative ingenuity, and promotes excellence.

Position purpose:

Under the supervision of the Supervisor of Academic Administration, coordinates and executes key tasks related to academic program activities in accordance with Faculty and University academic regulations. Ensures courteous and prompt service that projects a positive image of the University of Ottawa to its clientele and contributes to an excellent student experience.

In this role, you will have the following primary responsibilities:

• Admissions: Directs the admissions process for programs under their responsibility. Analyzes and prepares admission files according to admission requirements and ensures that all admission conditions are met. Performs admission average calculations for Canadian and international students according to established University standards.
• Academic operations: Advises students on academic regulations and processes related to the academic requirements of their program to promote retention, timely graduation and academic success. Coordinates academic processes. Approves final course grades, coordinates course evaluation and manages deferred and adapted exams.
• Theses and convocation: Coordinates the evaluation and defense process for Master’s and Doctoral theses. Communicates with the thesis committee and ensures timely receipt of thesis evaluation reports. Analyzes and evaluates student files to determine and approve their eligibility for convocation.
• Scholarships and grants: Coordinates the evaluation process for internal and external scholarships and interprets their regulations. Analyzes and prepares external scholarship files according to grant agency criteria and prepares files for evaluation by the appropriate committee.

What you will bring:

• In-depth knowledge of post-secondary education programs, academic regulations and university services, normally acquired through post-secondary education or an equivalent experience.
• Experience analyzing, managing and monitoring academic files.
• Experience interpreting, explaining and applying academic regulations and procedures.
• Experience in an advisory and customer service role in an academic environment.
• Experience using computerized systems (uoCampus, Talisma, Calculator, Document Manager) and software such as Windows, word processing, databases, spreadsheets, e-mail and the Internet.
• Experience in administrative writing in both official languages.
• Strong interpersonal communication, teamwork and problem-solving skills.
• Experience working under pressure and organizing work to strict deadlines.

Bilingualism: French and English (spoken and written); to be considered for this position, 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.

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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