Junior Coop Advisor

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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:

CO-OP, Placement Academic

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

juillet 18, 2024

Closing Date:

juillet 30, 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 08

Salary Range:

$62 218,00 – $78 589,00

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 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:

Coordinate and execute the main administrative tasks related to the academic activities of the programs in accordance with coop and University regulations, ensuring courteous and prompt service that projects a positive image of the University of Ottawa to all its clientele and contributes to an excellent student experience. 

In this role, your responsibilities will include:

• Support co-op counsellors in the admissions process. To this end, develop, evaluate and provide intake and information services to potential applicants in order to identify real needs and advise on admission requirements, taking into account educational background and program pathway. 
• Analyze, sort and prepare admission files, validating that all admission requirements have been met. Verify the accuracy of student status lists and make any necessary corrections. 
• Carry out primary interventions and provide information to students while ensuring the quality of the information provided. Communicate promptly, effectively and accurately and find solutions to the many problems presented in order to develop a rewarding university experience.
• Coordinate various processes such as the approval of international exchange files for outgoing students, program changes, etc. Ensure that all required documents are received and that any necessary changes to the file are made. Raise problem cases with co-op advisors.
• Review, evaluate and analyze student files to ensure compliance with the academic requirements of the co-op program (exception cases, such as leave of absence requests, illness, sequence change requests, program changes, etc.). Manage all elements related to the academic registration (schedule and internship courses, co-op honors, co-op fees, internship course grades, etc.) of co-op students and the accuracy of transactions made that have an impact on the co-op budget.
• Manage the co-op work permit process for international students. Collaborate with the International Office to support students in the process. Act as a resource person within the co-op team for issues related to international student permits. 
• Collaborate with faculties to ensure the quality of information entered in student academic records coop. Manage key email accounts. Sort and route emails to the right people to ensure fast and efficient service. 
• Advise student clientele on school rules and processes related to the co-op program to promote retention and academic success. 
• Support and replace Co-op Advisors during periods of absence and/or as needed. 
• Participate in liaison events to promote co-op (e.g. information sessions, open houses, University of Ottawa Day, etc.). 
• Document and update core business processes. Produce intake statistics and analyses to ensure targets are met and inform team of trends. 

What you will bring:

• In-depth knowledge of post-secondary education programs, school regulations and university services normally acquired through post-secondary training or equivalent experience.à
• 2 to 3 years experience in analysis, management and control of school files.
• Experience in interpreting, explaining and applying school regulations and procedures.
• 2 to 3 years experience in a customer service role in a school environment.
• Experience in problem-solving and decision-making. 
• Experience using computerized systems (CRM) and software such as Windows, word processing, databases, spreadsheets, e-mail, and the Internet.
• Experience in administrative writing in both official languages.
• Strong interpersonal communication, teamwork and problem-solving skills.
• Experience working under pressure and organizing work to strict deadlines.
• Bilingualism (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 [email protected] 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.

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