Intermediate Coordinator, Academic Administration
University of Ottawa
Duration in Months (for fixed-term jobs):12
Job Family:Academic Administration
# of Open Positions:1
Faculty/Service - Department:Student Services Center, Undergraduate Programs
Date Posted:September 18, 2023
Closing Date:September 29, 2023
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 07
Salary Range:$55,245.00 - $69,783.00About the Telfer School of Management
The Telfer School of Management at the University of Ottawa is located in the heart of Ottawa and is the proud academic home of some 4,300 students,200 faculty members, over 100 staff members, and over 30,000 alumni.
At Telfer, everything we do from teaching to research, to policy advice is firmly aligned with helping Canada reach its potential. We believe that better business practice means a better Canada and that a better Canada means a better world.
Under the supervision of the Academic Administrator, the incumbent will provide support by coordinating and executing various academic and administrative activities related to numerous requests, course scheduling, exam management, follow-ups, and information gathering to ensure an exceptional student experience is delivered. Execute administrative tasks, such as teaching evaluation requests, providing answers to general and recurrent questions from students, colleagues and other faculties. Assess requests and redirect them to appropriate resources when required. Organize and maintain the student electronic files. Keep them up-to-date and maintain the integrity of the information management system.
In this role, your responsibilities will include:
Assess student needs: Assist with the student needs evaluation process by contributing to the analysis, identification and interpretation of procedures and policies. Translate and transmit the student needs to the direction of the Undergraduate Studies Office for improvement purposes of given policies and procedures. Ensure direct operation of student files in various cases (course registration, letter of permission, etc.)
Direct students to the appropriate service: Gather, evaluate and communicate the relevant information in order to redirect students to the appropriate services and ensure they receive the proper support to improve their academic performance for retention purposes.
Course selection and registration application process: Analyze and address general student requests based on an understanding of processes, policies and program requirements. Provide support to validate eligibility of requests by furnishing the relevant documents to colleagues when necessary. Coordinate the necessary operations to finalize a request in order to ensure deadlines are met. Establish a work-plan to ascertain that follow-up actions are activated within defined timeframes to increase positive student experience.
What you will bring:
Knowledge of administration and/or business principles usually acquired through postsecondary studies and several years of experience in a similar role.
Knowledge of the University's international exchange programs and experience in supporting the coordination, promotion and implementation of international exchanges.
Knowledge of academic programs at the high school, college, undergraduate and postgraduate levels
Knowledge of and experience interpreting, communicating and applying processes, policies and methods
Experience researching and analyzing data as well as creating administrative and statistical reports
Knowledge of and experience in electronic file management
Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access), word processing, Windows and Internet
Capacity to deal with conflicting priorities and respect strict deadlines in a fast paced environment
Organizational skills, excellent judgment and attention to detail
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 firstname.lastname@example.org 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.