Lead Coordinator, Undergraduate Studies Administration

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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 Undergraduate Studies, Faculty of Science

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

August 15, 2024

Closing Date:

August 25, 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:

$69,478.00 – $87,764.00

About the Faculty of Science:

Welcome to the Faculty of Science, a great place to learn, to explore, to question, to discover — opening your mind and pushing boundaries. It’s an exciting time to be part of a rewarding career in life sciences, natural sciences and mathematics. You will have access to world-class facilities, including our Science, Technology, Engineering and Mathematics (STEM) Complex, our extensive Biosciences Complex and our cutting-edge Advanced Research Complex, that are the envy of many universities. We have strong links with a multitude of government and private research centres, providing countless opportunities and experiences.

We have become a true centre of excellence, earning recognition across Canada and abroad for our prowess in teaching and in our laboratories, where our researchers are addressing some of the most important and relevant scientific questions of our time. Our past is a testimonial to our passion, so will be our future. Will you be part of it?

Position Purpose

Reporting to the Supervisor, Academic Administration, the incumbent coordinates front-line service processes and exam operational processes (deferred and final) for the Office of Studies (undergraduate sector), directly supervising students/work-study and acting as the main point of contact for these students. They will coordinate the evaluation of courses for equivalencies and ensure follow-up for student files and updating of the equivalency bank in uCampus and find solutions to special cases, seize opportunities to review, develop and implement best practice processes to ensure efficient operations while maintaining a harmonious team atmosphere.

In this role, your responsibilities will include:

• Anticipate, analyze, and interpret student requirements and to determine the policies and processes to be implemented. Diagnose and formulate recommendations to solve student problems and ensure that these recommendations are implemented. Solve complex problems and follow up on them as required.
• Design and implement new processes, procedures, and work methods, or change those currently in place, in partnership with the supervisor, academic services and ensure that the team follows the new measures to continuously improve activities in order to maximize productivity and effectiveness.
• Anticipate, analyze, and interpret requirements. In cooperation with the supervisor, academic services, evaluate and propose policies and procedures to be implemented along with an operational schedule. Determine the resources needed to meet deadlines. Plan, develop, and apply work methods and tools to improve performance and service quality.
• Check and update course sequences. Be responsible for waitlist notifications. In cooperation with the supervisor, academic services, review enrolment limits. Check enrolment lists. Be responsible for updating marks. Plan and coordinate the exam scheduling process. Check information and coordinate the assignment of rooms for exams while acting as a resource for academic units.
• Be responsible for recruiting and staffing the student-employees under your direct supervision. Supervise the work done by the student(s) in the Work-Study Program by setting priorities, developing individual and group training plans, motivating them, and providing them with feedback and guidance. Provide operational supervision to academic officers and act as their resource-person. 

What you will bring:

• Knowledge of administration usually acquired through postsecondary studies and several years of experience in a similar role.
• Advanced knowledge of academic programs at the high school, college, undergraduate and graduate levels. Three years’ experience in an academic setting.
• Experience in providing customer service.
• Experience in interpreting, communicating and applying policies and procedures.
• Team management experience in a constantly changing environment.
• Experience using computer systems such as word processing software, databases, spreadsheets, email, the Internet and student information systems.
• Ability to deal with competing priorities and meet strict deadlines in a fast-paced environment.
• Ability to manage multiple files and pay attention to detail.
• Ability and willingness to make decisions that could affect students or members of the department.
• Tact, diplomacy, discretion and good judgment.
• Knowledge of university administrative structures and procedures (an asset).
• Experience researching and analyzing data as well as creating administrative and statistical reports.
• Excellent communication skills to understand the needs of students and employees.
• Organizational and analytical skills, excellent judgment and attention to detail.
• Bilingualism – French and English (spoken and written).

#LI-Onsite

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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