Lead Coordinator, Academic Administration

University of Ottawa•Ottawa, ON

2d•Onsite

About The Position

Reporting to the Manager, Undergraduate Studies Administration, this role co-ordinates undergraduate studies office front-line services and business processes, directly supervising Work-Study Program students and serving as their main point of contact. The Lead Coordinator finds solutions for exceptional cases and capitalizes on opportunities to review, develop and implement processes that follow best practices, to ensure effective operations while maintaining a harmonious team environment.

Requirements

Strong theoretical and practical knowledge of administration normally acquired through undergraduate university studies or an equivalent combination of studies and work experience
Three years’ experience in a similar role
In-depth knowledge of high school, college and university undergraduate academic programs
Experience providing client service
Experience interpreting, communicating and implementing policies and procedures
Experience supervising and organizing work in a changing environment
Experience using software and computer systems such as word processors, databases, spreadsheets, email, the internet and student information systems
Ability to deal with conflicting priorities and meet strict deadlines in a fast-paced work environment
Ability to manage multiple files with attention to detail
Ability to make decisions that could have an impact on students or employees of own unit
Ability to show tact, diplomacy, discretion and good judgment
Experience researching and analyzing data and in writing administrative and statistical reports
Excellent communication skills, to understand the needs of students and own unit’s employees
Organizational and analytical skills, with excellent judgment and attention to detail
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.

Nice To Haves

Knowledge of university administrative structures and procedures (an asset)

Responsibilities

Co-ordinates undergraduate studies office front-line services and business processes.
Directly supervises Work-Study Program students and serves as their main point of contact.
Finds solutions for exceptional cases and capitalizes on opportunities to review, develop and implement processes that follow best practices.
Ensures effective operations while maintaining a harmonious team environment.
Performs academic advisement and contributes to student retention.
Anticipates, analyzes and interprets student requirements and determines the policies and processes to be implemented.
Diagnoses and formulates recommendations to solve student problems, and ensures that these recommendations are implemented.
Solves complex problems and follows up as required.
Performs certain front-line duties to understand the reality of students and senior officers, in order to implement service improvement projects.
Reviews processes and adjusts them to improve productivity and efficiency.
Consults with the manager, undergraduate studies administration, to design and implement new work processes and procedures, adjust those already in place and monitor own team’s compliance, to continually improve operations and maximize productivity and effectiveness.
Anticipates, analyzes and interprets requirements for process planning.
Works with the manager to evaluate and propose policies and procedures to be implemented, and sets the operational schedule.
Determines resources required to meet deadlines.
Plans, develops and applies work procedures and tools to improve service delivery and quality.
Checks and updates course sequences, working with the manager, undergraduate studies administration.
Handles notification lists for available places.
Works with the manager, undergraduate studies administration, to review enrolment limits.
Checks enrolment lists.
Co-ordinates grade updating process.
Works with the manager, undergraduate studies administration, and the senior officers, to plan and co-ordinate exam scheduling process, checks information, co-ordinates exam room assignments and acts as a resource for senior officers.
Works with the manager, experiential learning and external relations, to help co-ordinate activities related to clinical teaching, moots and the co-op program.
Plans, co-ordinates, assigns and reviews duties assigned to senior officers, and serves as their resource person.
Sets priorities, conducts short-term planning, and designs group and individual training plans.
Ensures recruitment and staffing for student-employee positions under own direct supervision.
Supervises work performed by Work-Study Program students, setting priorities and motivating, guiding and providing feedback to students.
Works with the communications team and the academic administrator, to update certain webpages.
Organizes and maintains digital files and records in accordance with University and faculty policies and processes.
Shows discretion, ethics and good judgment when dealing with confidential information.
Plans and manages assigned one-time issues.
Determines scope of task, sets out steps, monitors relevant progress, makes adjustments throughout the process and ensures effective communication among stakeholders.
Manages and monitors operations for one-time issues assigned to own team.
In the absence of the manager, undergraduate studies administration, or the academic development and student retention specialist, participates in various committees and meetings on business processes or student services, and shares information with the team.
Occasionally acts as a Faculty or University representative at events and receptions.
Promotes the University of Ottawa and its programs and services at trade shows and recruitment events.
Helps assign necessary recruitment resources in partnership with the academic development and student retention specialist, the senior officers and the manager, undergraduate studies administration.
Co-ordinates communications sent to students and ensures that all publications distributed to the University community and the general public are accurate and of the highest quality.
Establishes and maintains good working relations with the communications and marketing team and with the undergraduate studies office, to ensure effective processes and efficient publication distribution.
Provides expert advice on the university experience and academic progress to members of the University community and external partners, engaging in discussions with students and other stakeholders to do so.