Intermediate Officer, Academic Administration

University of Ottawa•Ottawa, ON

5d•CA$59,038 - CA$74,574•Onsite

About The Position

The Faculty of Social Sciences (FSS) is a large faculty at the University of Ottawa, offering undergraduate, masters, and doctoral programs in both English and French. With 10,000 students, 260 full-time professors, and numerous research centers, the FSS plays a vital role in the university. The faculty is supported by approximately 100 administrative employees and prides itself on fostering a collaborative environment that encourages innovation and excellence. The Intermediate Officer, Academic Administration position is a replacement for a temporary role and is part of the Operations_School of Political Studies within the Faculty of Social Sciences. This role is crucial for providing academic and administrative support, ensuring compliance with university regulations, and contributing to a positive university experience for students.

Requirements

Post-secondary studies or equivalent experience in administration.
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, 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) with a minimum proficiency level of Low Advanced in both oral comprehension and reading comprehension in the second official language.
Proficiency in Planning: Organize in time a series of actions or events to realize an objective or project; plan and organize own work and priorities in regular daily activities.
Proficiency in Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results; be proactive and self-starting; show availability and willingness to go above and beyond.
Proficiency in Client Service Orientation: Help or serve others to meet their needs; anticipate and identify the needs of internal and external clients and find solutions.
Proficiency in Teamwork and Cooperation: Cooperate and work well with other team members to reach common goals; accept and give constructive feedback; adjust own behavior to reach team goals.

Nice To Haves

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.
Experience in bilingual administrative writing.
Experience working under pressure and organizing work.

Responsibilities

Provides front-line services to students, professors, and external parties, identifying needs and informing prospective students about programs and university 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, and course changes.
Enrolls graduate students and informs them about comprehensive examinations, thesis projects, dissertations, and other service requests.
Verifies and approves final course grades, coordinates teaching and course evaluations, and manages schedule modifications.
Informs students about thesis submission procedures and coordinates the evaluation and defense process for graduate students.
Coordinates the creation of sponsored accounts for external examiners, communications with thesis committees, and receipt of thesis evaluation reports.
Organizes thesis defenses.
Receives and processes requests for deferred exams and coordinates the deferred exam process.
Participates in the recruitment and staffing of regular and part-time faculty members, preparing postings, offers, and contracts.
Participates in the recruitment and staffing process for assistantships, preparing postings, offers, and contracts.
Prepares reimbursement requests, invoice payment requests, and places supply orders.
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.