Job Description

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Job Type: Employee
Duration in Months (for fixed-term jobs): 12
Job Family: Academic Administration
# of Open Positions: 1
Faculty/Service - Department: Graduate and Postdoctoral Studies
Campus: Roger Guindon Hall
Union Affiliation: SSUO
Date Posted (YYYY/MM/DD): 2025/11/03
Applications must be received BEFORE (YYYY/MM/DD): 2025/11/14
Hours per week: 35
Salary Grade: SSUO Grade 11
Salary Range: $90,987.00 - $114,932.00
About the Faculty of Medicine
Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.
Position purpose:
Plans, organizes, monitors and evaluates the Graduate Studies Office academic and administrative processes in order to offer front-line services, provide information and manage files related to all aspects of graduate studies from recruitment to graduation, including admission, thesis evaluations and scheduling. Develop and implement work methods to improve staff performance and the quality of services provided.
In this role, your responsibilities will include:

• Evaluate the operational impact of changes to administrative procedures, academic regulations and academic programs on the Graduate Studies Office and academic units. Provide recommendations on changes needed to improve the quality and effectiveness of academic services to the academic administrator.
• Oversee academic processes, from recruitment to graduation, in order to meet and maintain Faculty objectives related to admission, student retention and time to graduation while targeting high-quality candidates. Ensure the integrity of academic processes.
• Manage the operational process for admissions. Generate offers of admission and admission scholarships (contracts between the student and the University) and ensure content of offers meets Faculty and University standards.
• Manage the Faculty's operational processes related to academic progress, such evaluation of master's and PhD theses, course and exam schedules, registration, course evaluations, graduation and assessment of academic performance (progress reports).
• Set up systems for concluded international and international exchange agreements. Oversee the process for evaluating student applications under these agreements. Serve as a specialist for evaluating international applications for admission.
• Take part in the improvement process for academic IT systems and developing and improving tools (such as CRM, Curriculum Manager, Portal, Web Xtender, uoCampus) in order to improve operational efficiency. Authorize computer accounts for Faculty staff. Act as first point of contact for reporting problems with computer systems.

What you will bring:

• Knowledge of management principles normally acquired through university education, or equivalent experience
• Knowledge of graduate programs and Faculty and University regulations
• Experience managing academic operations (registration, admissions, scholarships, etc.)
• Experience analyzing academic records, interpreting and applying regulations and procedures and developing and implementing administrative policies and procedures
• Experience in human resource management
• Experience in project management
• Practical experience with the types of computer systems used at the University (uoCampus, Xtender, Calculator, Talisma, or similar systems) and applications such as Windows, word processing software, spreadsheets, databases, email and the Internet
• Customer service experience, specifically in the context of academic advising
• Interpersonal communication and problem-solving skills
• Strong organizational skills; ability to work under pressure, in a team and meet firm deadlines
• Experience in complex administrative writing in both official languages Bilingualism - 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 - 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.

Skills Required