Intermediate Officer, Academic Administration

University of Ottawa•Ottawa, ON

15h•Onsite

About The Position

The Faculty of Social Sciences (FSS) at the University of Ottawa is seeking an Intermediate Officer for Academic Administration. This role is crucial for providing information and support to students regarding graduate programs, regulations, and procedures. The position involves performing various tasks related to the academic activities of the programs, ensuring adherence to the academic regulations of the unit, the Faculty of Graduate and Postdoctoral Studies (FGPS), and the University. The goal is to provide courteous and prompt service, contributing positively to the student experience and projecting a favorable image of the University of Ottawa.

Requirements

Knowledge of administration normally acquired through a postsecondary education program or equivalent experience.
Knowledge of University structures and academic regulations.
Knowledge of the unit’s academic programs, academic regulations, and procedures regarding admission, registration, and program requirements.
Experience in analyzing academic records and procedures.
Experience using computerized systems: word processing, database, spreadsheet, email, Internet, web content management, as well as academic and financial systems.
Attention to detail in data entry into systems used for computerized academic records and in the transcription of information.
Experience in bilingual administrative writing.
Experience in customer service as a first-line resource person.
Bilingualism (oral and written communication). Bilingualism: French and English (spoken and written); to be considered for this position, 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.
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

Welcome and provide information to students about graduate programs, regulations, and procedures.
Perform various tasks related to the academic activities of the programs in accordance with academic regulations.
Identify students’ actual needs to inform prospective clients about available programs, admission scholarships, and admission requirements.
Inform students about unit’s, FGPS’s, and University’s procedures and regulations, as well as the registration process.
Act as a resource person for students regarding regulations and procedures for internal and external scholarships.
Ensure knowledge of program requirements and changes to inform students about university services, the comprehensive exam process, thesis project, master’s theses and theses, or other forms.
Participate in the recruitment and staffing process for faculty members and professional residents in accordance with applicable collective agreements.
Participate in the recruitment and staffing process for assistantships by preparing postings, offers, and contracts.
Prepare, as needed, reimbursement requests, invoice payment requests, and deposits for reimbursements.
Provide support in the preparation of activities such as conferences, seminars, and unit welcome events by ensuring logistical support.
Provide administrative support to the coordinator, program managers, director, and professors of the unit.
Manage the unit’s material inventory and physical space.