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:

Registrar, Operations

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

March 13, 2025

Applications must be received

BEFORE

:

March 24, 2025

Hours per week:

35

Salary Grade:

SSUO Grade 11

Salary Range:

$87,272.00 - $110,239.00
About 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, we provide extensive recreation program opportunities 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:

Works closely with clients and various levels of management, provide business expertise in order to define business and data specifications and processes, in an effort to optimize the use of the system functions with a goal to deliver an exceptional experience to the student while meeting the objectives of the Student Information System (SIS). Ensure a strategic leadership to ensure the optimization of all processes related to graduation.


Responsible for supervising and analyzing degree conferral and convocation-related processes (including systems, the website and current process-related software), determining needed improvements and assessing the relevance and impact of requests for changes, to continue to meet service and client expectations.

In this role, your responsibilities will include:

Operational Services:

Works within a team to ensure the delivery of essential academic support services, and acts as an expert to resolve complex support requests from clients across the university. Implements operational processes and prioritizes services requests to provide quality client services. According to established operational and customer services norms. Monitors quality and integrity of data, to ensure operational processes and services are functioning normally. Intervenes quickly to correct data or system configurations issues.

Technical Support and Consulting:

Provides expert-level support, consulting services and instruction to clients and stakeholders across the university. Acts as a subject matter expert to provide advice on academic regulations, processes, and programs, as well as the functionality, configuration and operation of information systems and data management best practices. Advises clients on methods to make optimal use of available tools to meet their requirements.

Business Analysis:

Proactively contributes to the evaluation of clients' business and operational requirements, both explicit and implicit. Investigates improvements to procedures and the development and implementation of new solutions as deemed necessary. Writes business cases, communicates and validates with IT teams, managers and others stakeholders in order to maximize the fit and effectiveness of proposed solutions while minimizing the impact of obstacles.

Process Analysis and Design:

Leads process re-design initiatives to ensure optimization and standardization of configurations across information systems. Assesses impact on current business structures, rules, academic regulations and policies, and evaluates business and operational requirements in order to recommend process enhancements and the optimal use of available tools to provide business value.

Impact Assessment:

Anticipate risks and issues in plans and requirements and work in collaboration with IT professionals to take appropriate action to resolve them. Understand the inter-connectedness of internal and external systems, and the impact that changes will have on the business processes. Ensure that designs are integrated into a solution that is fully tested, functional, and accurate. Ensures the smooth transition of all system enhancements into the daily operations of users.

Documentation:

Develops business documentation for new projects, including functional requirements, design and configuration documents and translates requirements into standardized functional specifications used to refine or develop new business processes or IT systems. Creates and maintains standardized operational documentation.

Testing:

Designs test plans and leads testing of end-user scenarios and use cases. Ensures systems meet the organizational and client requirements in terms of flexibility, functionality, performance, reliability, and security. Tracks, monitors and demonstrates completion of a requirement, maintaining an emphasis on the end-user experience.

Data Integrity

: Participates in data integrity analysis. Develops and implements data management strategies and ensures system and customer data is accurate.

Systems Assessments and Improvement:

Reviews system capabilities and workflows to determine how processes can enhance the needs of the client and the student experience. Assesses existing processes to ensure inefficiencies or configuration issues are addressed and escalated as necessary. Keeps apprised of evolving industry tools and business processes, and assesses and recommends how to integrate enhancements with SEM's priorities.

Human Resources Management:

Recruits, selects, trains and evaluates employees on their performance and on the quality of the information relayed to the clients. Resolve conflicts among the staff as well as with the clientele referred by the staff. Establish the instructions on the approval of staff members' holidays in order to well serve the clientele.

Logistics Planning:

Handles planning and implementation activities, including logistics and coordination for convocation, and ensures that processes achieve SEM and University business and strategic objectives.

External Providers negotiations:

Assists with negotiations with external providers. Clearly communicates expectations and needs, to achieve a well-run convocation, and follows up in the event of problems

What you will bring:

University Degree in Commerce, Administration, Computer Science, Information Technology, Management Information Systems (MIS), a related field, or/and an equivalent combination of education and experience Minimum 3 years of experience supporting business units and their IT needs Minimum of 2 years in project and event management Thorough knowledge and experience of business processes, rules and management systems that are used by the University, including Academic regulations and processes Experience in human resources management and supervision of a team. Knowledge of computing principles with understanding of business processes and cycles Knowledge of project management methods and practices Knowledge of University's established IT strategies, policies and procedures Knowledge of various software and web applications, including external products and their interactions with University systems Experience in the integration client objectives with systems Analytical skills to convert business requirements into functional specifications, as well as the ability to conceptualize individual requirements and create links between different stakeholders' needs. Strong attention to detail for working closely within systems and across different environments Ability to communicate business requirements into functional requirements Ability to adapt to changing requirements and processes, challenge ideas, and accept new methods and procedures. Ability to be proactive in keeping abreast of new/emerging business processes This position can be called upon working with different teams and projects within the department. This position may require the incumbent to work outside of regular office hours and on weekends. Bilingualism - French and English (written and spoken)

UNDER REVIEW

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.