Intermediate Officer, Academic Administration

University of Ottawa•Ottawa, ON

1d•CA$59,038 - CA$74,574•Onsite

About The Position

The Faculty of Social Sciences (FSS) at the University of Ottawa is seeking an Intermediate Officer for Academic Administration. The FSS offers undergraduate, masters, and doctoral programs in English and French, serving approximately 10,000 students and employing 260 full-time professors and about 100 administrative employees. The faculty is dedicated to providing a collaborative environment that fosters new ideas, creative ingenuity, and excellence. This position plays a crucial role in supporting students, professors, and the overall operations of the School of Psychology.

Requirements

Knowledge of administration normally acquired through post-secondary studies or equivalent experience
Minimum of two (2) years of demonstrated experience in a similar role
Experience in frontline client services
Knowledge of University structure and regulations
Experience in the interpretation, explanation, and application of regulations and procedures
Experience analyzing files and procedures
Experience using computerized systems: word processing, database, spreadsheet, e-mail, Internet, web content management, as well as academic and financial systems
Ability to produce high-quality work and meet tight deadlines
Experience in bilingual administrative writing
Experience working under pressure and organizing work
Strong interpersonal and communication skills
Bilingualism: French and English (spoken and written); must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language, as determined by a proficiency test.

Nice To Haves

Experience with Talisma account
Experience with web content management systems
Experience with academic and financial systems

Responsibilities

Provides front-line services to students, professors, and external parties, identifying needs and informing prospective students about programs, processes, and services.
Informs students and professors about academic and administrative procedures and regulations.
Manages the unit's generic email box and Talisma account.
Analyzes academic records, service requests, course selection changes, and cancellations.
Enrolls graduate students as needed.
Informs students about the comprehensive examination process, thesis project, dissertations, theses, and other service requests.
Verifies and approves final course grades, coordinates teaching and course evaluations, special bookings, and schedule modifications.
Prepares student files for the School's annual evaluation.
Supports the Senior Officer and Supervisor in planning the evaluation process and thesis defense, and replaces the Senior Officer when appropriate.
Receives and processes all requests for deferred exams and coordinates the deferred exam process.
Participates in the recruitment and staffing process of part-time faculty members, preparing postings, offers, and contracts.
Participates in the recruitment and staffing process for assistantships, preparing postings, offers, and contracts.
Provides support for the preparation of activities such as conferences and seminars, ensuring necessary logistics.
Updates the unit's website in compliance with accessibility standards.