Job Description

Job Type: Employee

Duration in Months (for fixed-term jobs): N/A

Job Family: Academic Administration

# of Open Positions: 1

Faculty/Service - Department: Academic Services

Campus: Main Campus

Union Affiliation: SSUO

Date Posted: January 08, 2024

Closing Date: January 19, 2024

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 09

Salary Range: $67,783.00 - $85,623.00

About 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 Supervisor of Academic Administration, the incumbent coordinates frontline service and business processes by directly supervising academic office staff and serving as their main point of contact. Finds solutions to special requests and capitalizes on opportunities to review, develop, and implement processes based on industry best practices. Displays a positive, professional attitude to foster harmony and team spirit.

In this role, your responsibilities will include:

• Supervision: Supervises work performed by officers, sets priorities, provides advice with a view to meeting individual goals, develops individual and group training plans, motivates staff, and provides guidance and feedback. Shares knowledge about management tools to bolster employee engagement within the section in order to maximize productivity and minimize staff turnover.
• Needs evaluation and recommendations: Anticipates, analyzes and interprets student needs, determines policies and procedures to put in place, diagnoses and formulates recommendations to solve student problems and ensures that these recommendations are implemented. Solves complex problems and follows up as required.
• Project management: Plans and manages assigned projects. To this end, determines project scope and phases, monitors progress when relevant, makes adjustments throughout the process and ensures effective communication between stakeholders. Manages and monitors delivery of projects assigned to own team.
• Recruitment activities: Promotes the University of Ottawa and its programs and services at trade shows and recruitment events. Helps assign necessary recruitment resources in partnership with the supervisor, academic services.

What you will bring:

• In-depth knowledge of high school, college, undergraduate and graduate academic programs, with at least five years\xe2\x80\x99 experience in an academic setting
• Knowledge of administration usually acquired through postsecondary studies and several years\xe2\x80\x99 experience in a similar role
• Experience in leading a team in a constantly changing environment
• Experience in providing customer service
• Experience in interpreting, communicating and implementing processes, policies, and procedures
• Experience in using Microsoft Office, Windows, the internet, student information systems, Talisma, and email
• Ability to deal with conflicting priorities and to meet strict deadlines in a fast-paced work environment
• Ability to concentrate in an open, dynamic environment in which several interruptions can occur at any time
• Ability to manage multiple files with attention to detail
• Ability and willingness to take decisions that could affect students, employees or department members
• Demonstrated ability to show tact, diplomacy, discretion and good judgment
• Knowledge of the University\xe2\x80\x99s administrative structures and processes (an asset)
• Experience in gathering and analyzing data and in writing administrative and statistical reports
• Experience in implementing strategies and activity plans for students
• Excellent communication skills to understand the needs of students and employees
• Strong organizational skills
• Strong analytical skills, excellent judgment and close attention to detail
• Bilingualism \xe2\x80\x93 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 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 \xe2\x80\x93 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.

University of Ottawa