Associate-Supervisor, Operations
University of Ottawa
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Posting Reason:
Replacement of a regular positionJob Type:
EmployeeAnticipated Duration in Months (for contracts and temporary assignments):
N/AJob Family:
Business Operations# of Open Positions:
1Faculty/Service - Department:
Academic unit ops_School of Social WorkCampus:
Main CampusUnion Affiliation:
SSUODate Posted (YYYY/MM/DD):
2026/04/02Applications must be received BEFORE (YYYY/MM/DD):
2026/04/13Hours per week:
35Salary Grade:
SSUO Grade 10Salary Range:
$80 942,00 - $102 245,00About the Faculty of Social SciencesThe 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
Provide leadership in managing the academic and administrative activities of the academic unit. Advise and guide graduate students to ensure an outstanding student experience. Responsible for coordinating administrative activities such as managing financial, human, and physical resources to ensure the unit operates effectively and efficiently.
In this role, your main responsibilities will include:
Academic Advising and Student Progress: Build trust and advise graduate students on course selection, academic regulations, procedures from admission to graduation, and any other aspects related to the academic requirements of their program to support retention and academic success. Responsible for the enrolment process for the unit’s graduate programs
Graduate Admissions: Coordinate the admission process for the unit’s graduate programs. To this end, develop, assess, and deliver welcome and information services for prospective candidates. Identify the genuine needs of students in order to advise potential applicants on admission requirements, taking into account their academic background and career goals.
Course Offerings and Timetable: Support unit leadership in preparing course offerings. Provide relevant data to support decision-making. Lead the process and establish course and exam schedules in collaboration with the unit leadership, the Office of Undergraduate Studies, and unit professors. Prepare teaching loads for faculty members in accordance with the collective agreement between APUO and uOttawa and with faculty policies and procedures. Coordinate the implementation of new academic programs and program modifications. Ensure follow-up on all resulting actions.
Management of hiring processes: Coordinate recruitment and staffing processes for regular, contract, and part‑time faculty members in accordance with collective agreements, in collaboration with the Faculty’s Dean’s Office. Advise professors to ensure compliance with University procedures and policies. Serve as the resource person for the unit on all matters related to the APTPUO–University collective agreement in consultation with faculty stakeholders. Responsible for the hiring process for part‑time professors, including contract approval.
Management of Teaching Assistants and Related Obligations: Responsible for recruitment and staffing of assistantships by assigning teaching assistantships and grading hours jointly with the Director, in accordance with applicable collective agreements and with Faculty and University procedures. Serve as the unit’s resource person for all matters related to the CUPE–University collective agreement in consultation with faculty stakeholders. Ensure that CUPE and scholarship financial obligations are met.
Financial Resource Management: Plan, manage, and review the operational budget, in collaboration with the Faculty, to maintain control, integrity, and transparency of finances and ensure compliance with established policies. Administer funds associated with one‑time activities such as conferences, meetings, or receptions. Verify salaries of part‑time teaching staff and unit assistantships and work with payroll services to make necessary corrections.
Academic Unit Outreach: Organize welcome activities, conferences, information sessions, study days, orientation sessions, and receptions, and promote these activities. Contribute to updating all promotional publications and ensure that the unit’s website is updated in accordance with accessibility standards.
Physical Resource Management: Support the Facilities Manager with the management and use of spaces assigned to the unit, the preparation and setup of new professors' offices, and — when necessary — relocations. Maintain detailed inventories of furniture, manage access (keys, etc.), and ensure the safety of spaces.
Staff Supervision: Participate in the staffing process for administrative employees under direct supervision. Responsible for training, supervision, goal setting, and performance evaluation of employees. Develop, design, and implement work methods and tools to improve team performance and service quality.
Resource Person for the Unit and Assistant to the Director: Act as a resource person for the Director, program leads, students, faculty members, and administrative staff with respect to administrative and academic matters. Ensure the application of academic regulations and university and faculty procedures within the unit. Coordinate and participate in unit meetings, draft minutes, and follow up on resulting decisions to support the Director.
Note: At the School of Social Work, the Associate-Supervisor, Operations must contribute to the coordination of placements but communicating with host organizations and field supervisors. This coordination involves multiple communications, transactions, and follow-ups.
What you will bring:
Postsecondary education in a relevant discipline, or an equivalent combination of education and work experience.
At least five (5) years of demonstrated experience in a similar role.
Knowledge of postsecondary academic processes.
Knowledge and experience in applying and interpreting regulations, policies, and collective agreements.
Customer service experience providing academic support, advice, and guidance to students.
Experience in problem analysis and resolution.
Experience managing financial, material, and physical resources.
Knowledge and experience in employee supervision principles.
Experience using various software applications: word processing, spreadsheets, databases, email, Internet, as well as academic and financial systems.
Experience in administrative writing in both official languages.
Excellent communication, interpersonal, and public relations skills.
Organizational skills, ability to work under pressure, in a team, and meet strict deadlines.
Initiative, autonomy, and judgment.
Bilingualism – French and English (oral 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.