Intermediate Coordinator, Academic Administration

University of Ottawa•Ottawa, ON

11d•Onsite

About The Position

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? Reporting to the Supervisor of Academic Administration, the incumbent provides support by coordinating and executing various academic and administrative activities related to numerous requests, course scheduling, exam management, follow-ups, and information gathering to ensure an exceptional student experience is delivered. Execute administrative tasks, such as teaching evaluation requests, providing answers to general and recurrent questions from students, colleagues and other faculties. Assess requests and redirect them to appropriate resources when required. Organize and maintain the student electronic files. Keep them up-to-date and maintain the integrity of the information management system.

Requirements

Knowledge of administration and/or business principles usually acquired through postsecondary studies and several years of experience in a similar role.
Knowledge of academic programs at the high school, college, undergraduate and postgraduate levels
Knowledge of and experience interpreting, communicating and applying processes, policies and methods
Experience researching and analyzing data as well as creating administrative and statistical reports
Knowledge of and experience in electronic file management
Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access), word processing, Windows and Internet
Capacity to deal with conflicting priorities and respect strict deadlines in a fast paced environment
Organizational skills, excellent judgment and attention to detail
Bilingual – French and English (spoken and written)
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.

Responsibilities

Assess student needs: Assist with the student needs evaluation process by contributing to the analysis, identification and interpretation of procedures and policies. Translate and transmit the student needs to the direction of the Undergraduate Studies Office for improvement purposes of given policies and procedures. Ensure direct operation of student files in various cases (course registration, letter of permission, etc.)
Follow-ups: Systematize approach to provide efficient follow-ups within strict timelines with the scope to assist the Senior Officers of Academic Development and Operations and the Academic Development and Student Retention Specialist. Ensure rapid communication following student’s requests by answering general questions they generate via email or telephone, by sending documents, etc, Ensure rapid communication or following up on a request with professors and/or staff members.
Direct students to the appropriate service: Gather, evaluate and communicate the relevant information in order to redirect students to the appropriate services and ensure they receive the proper support to improve their academic performance for retention purposes.
Admissions: Assist in the evaluation of student files with conditional acceptance and/or equivalences by analyzing and synthetizing files, documents and equivalences. Take appropriate steps to process them. Collect and structure information on equivalences from relevant departments or academic institutions.
Modification to program of studies: Analyze student requests received by email or telephone and address general questions based on an understanding of processes, policies and program requirements pertaining to modifications to their selected program of study. Identify more complex requests, gather required information and route to colleagues or appropriate services.
Exam Management: Participate to the scheduling of exams and manage the possible exam conflicts with the students involved. Take the necessary precautions to ensure that exam content remains confidential, preparing exams and reconciling the administration of the exams process (e.g. monitoring of exams).
Course selection and registration application process: Analyze and address general student requests based on an understanding of processes, policies and program requirements. Provide support to validate eligibility of requests by furnishing the relevant documents to colleagues when necessary. Coordinate the necessary operations to finalize a request in order to ensure deadlines are met. Establish a work-plan to ascertain that follow-up actions are activated within defined timeframes to increase positive student experience.
Student retention: Identify students in difficulty and students who are at risk of experiencing academic difficulties by reviewing and analyzing academic performance factors, such as transcripts and other relevant documents and make recommendations to colleagues.
Student mobility: Receive, address requests pertaining to student mobility (e.g. permission letters and agreements) and route more complex cases to colleagues through defined timeframes.
Course scheduling: Develop and maintain course scheduling by gathering the relevant information from multiple departments. Execute the necessary steps to make course schedules available on SIS. Gather and validate information on requirements related to course scheduling (e.g. enrolment limits) in order to make the necessary adjustments and recommendations to appropriate instances.
Electronic file management: Organize and maintain electronic files and records in accordance with internal processes and policies, while exercising ethical judgment when dealing with confidential information. Analyze and sort documents for filing in accordance with policies and procedures. Ensure digitalization and indexing of documents. Classify hard copies or ensure proper destruction.