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Intermediate Specialist, Admissions

University of Ottawa

University of Ottawa

Marketing & Communications
Multiple locations
Posted on Friday, June 7, 2024

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Job Type:


Duration in Months (for fixed-term jobs):


Job Family:


# of Open Positions:


Faculty/Service - Department:

Application Evaluations


Main Campus

Union Affiliation:


Date Posted:

June 06, 2024

Closing Date:

June 17, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week:


Salary Grade:

SSUO Grade 10

Salary Range:

$77,637.00 - $98,070.00About 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:

Under the direction of the Manager of Admissions, the incumbent is an expert member of the admissions office and adjudicate applications to undergraduate and professional programs. The incumbent coordinates the admission cycle under his responsibility by administering up-to-date admission policies and regulations to attain the University’s Enrolment objectives. The incumbent is expected to know all aspects of the interpretation, implementation and evaluation of different national and international curricula, as well as admission policies and procedures, and to ensure the timely evaluation of complex applications. Provides counselling for applicants who have unusual educational pathways, applicants who are upgrading or have been withdrawn from university. Reviews and evaluates requests for appeals and provides justification by referencing and explaining policies.

In this role, your responsibilities will include:

  • Determines candidates’ eligibility by applying admission requirements and policies in accordance with Senate and Faculty policies. Interviews potential students and while considering any applicable extenuating circumstances, in order to identify the candidates showing the highest level of academic promise through work and personal experience.
  • Awards and revises admission scholarships, differential tuition fee exemptions and transfer credits as well as determines students’ language requirement needs.
  • Adjudge the admissibility of all types of applicants from national and international educational systems. This includes all undergraduate entry faculty programs and certificates, and professional programs from the Faculties of Education and Law.
  • Mentors Admissions Officers and Information Officers regarding international policies, immigration regulations, document validation and quality assurance of applicant files with a focus on document and credential fraud and identifying trends in applicant behavior or documentation.
  • Counsels students and their parents regarding all aspects of the admission process including requirements and prerequisites, averages and admission scholarships. Explains reasons why students do not meet admission requirements and recommends different ways to upgrade their academic file. Reviews and resolves candidates appealing admission decisions and liaises with the ombudsman when required.
  • Participates in the development of institutional admission policies and business processes that will positively affect efficiency and the quality of the service provided. Determines the need of offers to achieve enrollment strategic diversity for each faculty, including international markets the University is developing. Controls quota needs by faculty, program and country for competitive programs.
  • Presents and prepares special cases to the Faculty Admissions Committee for review by determining applicants’ academic potential. Provides support to applicants experiencing family, personal or economic crises, which may affect academic performance. Specific focus on working with special needs populations and minorities to identify appropriate services.
  • Researches and stays up to date on provincial, national and international curricula and develops and recommends strategies and action plans to meet the University’s initiatives; Liaises with campus stakeholders and coordinates international market development efforts with the international recruitment team. Maintains ongoing professional development through admission workshops and conferences.
  • Produces reports and recommendations on admission policies to meet university and faculty enrollment targets in relation to retention and academic performance. Provides proactive assistance and support to the Admissions Manager through the development of training material for colleagues, recruitment partners, faculties and services.
  • Represents the admissions office at recruitment activities (day, evenings and weekends), including on-and-off-campus presentations during events. Travels abroad for international recruitment missions. Liaises with campus stakeholders and partners to provide guidance, support and training in relation to international admission requirements and policies to the International Office, faculties and services.
  • Configures computerized decisions in the SIS for the electronic evaluation of Ontario High School applications. Monitors grade reception from OUAC and take action on any anomalies. With the Manager of Admissions, decides on the dates for the release of offers throughout the cycle, revisions of scholarship eligibility, review of admission conditions and withdrawal of offers of admission and scholarships.
  • Participates in SIS testing of new admission-related functions and the maintenance of admission information on different websites and publications. Undertakes special projects and other related duties.

What you will bring:

  • Successful completion of an undergraduate degree. An equivalent amount of
  • education and experience will be considered.
  • At least 3 years of work experience in a university admissions office.
  • 2 years of experience in leading projects, including analyzing and interpreting
  • institutional needs and applying day-to-day work to the institution’s objectives.
  • Demonstrate excellent judgement and initiative with superior problem-solving skills;
  • Good interpersonal and communication skills, tact and diplomacy;
  • Excellent customer service dealing with a diversified and difficult clientele; Must be
  • Empathetic while holding firm to their decisions.
  • Strong analytical, critical thinking and decision-making skills;
  • Strong counselling, influencing and consultative skills, including the ability to listen,
  • Ask questions, summarize and translate information to make effective decisions and
  • Resolve problems;
  • In-depth knowledge of national and international education systems;
  • Broad knowledge of university academic programs, structure, and admissions;
  • Solid computer competency and experience with applications such as the Microsoft
  • Office Suite including intermediate/advanced knowledge of Excel and the ability to
  • Keep up with and adapt to changing technology;
  • Excellent ability to perform mathematical calculations and validations;
  • Ability to work independently, under pressure with strict deadlines, to handle highly
  • Sensitive and confidential material and remain focused in a high-volume, high-stress
  • Environment; coordinate a multitude of priorities and tasks;
  • Experience in administrative writing and communicating in both official languages;
  • Ability and willingness to travel both domestically and abroad as well as work outside of regular business hours and on weekends.

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 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.