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Senior Officer, Academic Administration

University of Ottawa

University of Ottawa

Multiple locations
Posted on Tuesday, June 11, 2024

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Job Type:


Duration in Months (for fixed-term jobs):


Job Family:

Academic Administration

# of Open Positions:


Faculty/Service - Department:

Academic Services, Undergraduate Studies


Main Campus

Union Affiliation:


Date Posted:

June 10, 2024

Closing Date:

June 21, 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 08

Salary Range:

$62,218.00 - $78,589.00About the Faculty of Education

The Faculty of Education, along with its commitment to the promotion, advancement and dissemination of knowledge in the field of education in general, is actively involved in teacher training. Located on the unceded ancestral lands of Algonquin peoples, the Faculty of Education is proud to promote equity, diversity, and inclusion. Moreover, according to the latest QS ranking, our faculty is ranked among the top 100 in the world, and fifth in Canada, for research.

Position purpose:
Reporting to the Lead Coordinator, Academic Administration, the incumbent coordinates and oversees completion of office academic activities, in accordance with program requirements, regulations, procedures and policies in effect. They ensure that student progress is optimally administered from admission to graduation, as well as recommendation to the Ontario College of Teachers.

As an ambassador of the University and the Faculty, the incumbent represents the vision and mission of both.

In this role you will:

  • Customer service: Assess the needs of students and faculty by analyzing their requests and providing information and support. Act as a resource person for school processes and procedures in his/her area.

  • Eligibility: Analyze student files to determine eligibility for programs and courses, and refer students to services that can meet their needs if they are not qualified. Follow-up on files whose enrolment is conditional on meeting conditions. Monitor these files to ensure administrative and academic deadlines are met. Ensure effective management of the student file digitization and indexing system, as well as electronic student file documents to support operations and decision-making.

  • Course offerings and enrolment: Contribute to course offering processes, including maintaining course sequences and batch enrolment tables, ensuring course schedules are in the student system, and reconciling and acting on enrolment limitations (e.g., classroom capacity versus enrolment and application rates). Verify that follow-up actions are taken in a timely manner to increase student satisfaction with their university experience.

  • Final grades, academic performance and case management: Approve final grades according to established timelines to evaluate records related to academic performance and take all necessary steps to enter information into relevant systems so that the student can track his/her progress. Follow-up with students to ensure they complete the necessary actions to meet their program requirements.

What you will bring:

  • Knowledge of administration normally acquired through postsecondary education Bachelor’s in education (an asset)

  • Three years’ experience in a similar role

  • Knowledge of Canadian and international postsecondary education programs and of academic regulations, normally acquired through postsecondary education or equivalent experience

  • Knowledge and experience regarding interpreting, communicating and applying policies and procedures

  • Experience researching and analyzing data and in writing administrative and statistical reports

  • Experience in problem solving and decision making

  • Experience providing client service

  • Experience with Microsoft 365 applications, word processing, Windows, the internet, PeopleSoft products and integrated databases

  • Ability to deal with conflicting priorities and meet strict deadlines in a fast-paced work environment

  • Organizational and analytical skills, with excellent judgment and attention to detail

  • Listening skills and strong sense of professional ethics

  • Bilingualism — French and English (spoken and written)

  • Availability to work outside of regular office hours

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.