Supervisor, Academic Administration

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

15N/A

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service – Department:

Registrar, Operations, Registrations and Systems

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

octobre 17, 2024

Applications must be received BEFORE:

octobre 27, 2024

Hours per week:

35

Salary Grade:

SSUO Grade 11

Salary Range:

$87 272,00 – $110 239,00

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:

Provides leadership, guidance, execution and support in the implementation of application solutions, Including but not limited to the Student Information System (SIS). Supervises a team and coordinates its activities to ensure the unit’s operations are performing according to its mandated service standards.

In this role, your responsibilities will include:

• Human Resources Management: Supervises the work of and provides administrative and technical direction to a team of business and technical experts. Recruits, selects, trains and evaluates employees on their performance and on the quality of services provided to clients. Resolves conflicts among staff and clients. Coordinates working and holiday schedules in order ensure the continuity of operational services.
• Operational Management: Coordinates the activities of a team to ensure the delivery of essential academic support services, and acts as a point of escalation to resolve complex support requests from clients across the university. Oversees operational processes and prioritizes services requests to provide quality clients services. Monitors quality and integrity of data to ensure operational processes and services are functioning normally.
• Technical Support and Consulting: Provides expert-level support, consulting services and instruction to clients and stakeholders across the university. Acts as a subject matter expert to provide advice on academic regulations, processes, and programs, as well as the functionality, configuration and operation of information systems and data management best practices. Advises clients on methods to make optimal use of available tools to meet their requirements. Project Management and Planning: In alignment with SEM priorities, identifies business and strategic needs and opportunities for enhancements to business processes and services. Develops project proposals, analyzes and documents benefits, risks and risk mitigation strategies. Negotiates with stakeholders to ensure proposed solutions meet the needs of a diverse client base. In collaboration with the IT team, applies solutions to solve business challenges, increase process efficiency and improve client service.
• Business Analysis : Proactively contributes to the evaluation of clients’ business and operational requirements, both explicit and implicit. Investigates improvements to procedures and the development and implementation of new solutions as deemed necessary. Writes business cases, communicates, and validates with IT teams, managers, and other stakeholders in order to maximize the fit and effectiveness of proposed solutions while minimizing the impact of obstacles.
• Process Analysis and Design: Leads process re-design initiatives to ensure optimization and standardization of configurations across information systems. Assesses impact on current business structures, rules, academic regulations, and policies, and evaluates business and operational requirements in order to recommend process enhancements and the optimal use of available tools to provide business value.
• Documentation : Develops business documentation for new projects, including functional requirements, design, and configuration documents, and translates requirements into standardized functional specifications used to refine or develop new business processes or IT systems. Creates and maintains standardized operational documentation.
• Testing: Designs test plans and leads testing of end-user scenarios and use cases. Ensures systems meet the organizational and client requirements in terms of flexibility, functionality, performance, reliability, and security. Tracks, monitors, and demonstrates completion of a requirement, maintaining an emphasis on the end-user experience. Participates in data conversion validation and data reconciliation and data analysis.
• Change Management: Creates implementation plans documenting the activities required to support the successful deployment of new processes and solutions by considering every impacted stakeholders’ group. Assists affected business areas to evaluate current processes and identify new techniques to take full advantage of system capabilities.
• Systems Assessment and Improvement: Reviews system capabilities and workflows to determine how processes can enhance the needs of the client and the student experience. Assesses existing processes to ensure inefficiencies or configuration issues are addressed and escalated as necessary. Keeps apprised of evolving industry tools and business processes, and assesses and recommends how to integrate enhancements with SEM’s priorities.

What you will bring:

• University Degree in Commerce, Administration, Computer Science, Information Technology, Management Information Systems (MIS), a related field, and/or an equivalent combination of education and experience.
• Minimum 5 years of experience supporting business units and their IT needs
• Experience in human resources management and supervision of a team.
• Experience in Project management.
• Thorough knowledge and experience of business processes, rules, and management systems used by the University, including academic regulations and processes.
• Knowledge of the University’s and/or clients’ business operations and priorities, and ability to provide appropriate advice and support regarding academic regulations and processes.
• Experience with Microsoft Excel or other data management tools to manipulate, convert, clean, and present complex data.
• Knowledge of computing principles and computer applications development methodologies.
• Experience conducting client needs assessments and prioritizing business requirements.
• Experience writing and maintaining business and technical documentation.
• Experience coordinating operational services for clients with diverse needs.
• Ability to negotiate and influence clients in accepting solutions that align with both the strategic goals of the University and short- and long-term client requirements.
• Strong 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.
• Ability to adapt to ever-changing requirements and processes, challenge ideas, and accept new methods and procedures.
• This position can be called upon to work with different teams and projects within the department.
• This position may require the incumbent to work outside of regular office hours and on weekends.
• 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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