Lead Coordinator, Academic Administration

University of Ottawa•Ottawa, ON

23h•Onsite

About The Position

The Faculty of Social Sciences (FSS) is seeking a Lead Coordinator, Academic Administration to coordinate front-line services and academic processes for the Office of Undergraduate Studies. This role serves as the primary point of contact for Senior Officers and Work-study students. The successful candidate will find solutions to special cases and identify opportunities to review, develop, and implement processes according to best practices to ensure efficient operations while maintaining harmony and a team atmosphere. The FSS comprises nine departments, schools, and institutes, offering undergraduate, masters, and doctoral programs in both English and French. With 10,000 students, 260 full-time professors, and approximately 100 administrative employees, the faculty fosters a collaborative working environment that inspires new ideas, encourages creative ingenuity, and promotes excellence.

Requirements

Administrative knowledge normally acquired through post-secondary training and several years of experience in a similar role.
In-depth knowledge of high school, college, and undergraduate curricula.
Minimum of 3 years experience in a university school environment.
Experience in supervising and organizing work in a changing environment.
Experience in providing customer service.
Experience interpreting, communicating, and implementing procedures, policies, and methods.
Experience using computerized systems: word processing, database, spreadsheet, e-mail, Internet, as well as school systems.
Ability to deal with conflicting priorities and meet tight deadlines in a fast-paced work environment.
Ability to manage multiple files with attention to detail.
Ability to make decisions that may have an impact on students or unit employees.
Ability to exercise tact, diplomacy, discretion, and judgment.
Bilingualism - French and English (oral and written).
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

Assesses needs and makes recommendations: Anticipates, analyzes, and interprets student needs, determines policies and processes to be implemented. Diagnoses and makes recommendations to address student issues and ensures that recommendations are implemented. Resolves complex issues and ensures necessary follow-up.
Provide front-line service to students: Works to understand the reality of students and the Senior Officers in order to implement service improvement projects. Review and refine processes to increase productivity and efficiency.
Review work methods: In consultation with the Supervisor, Academic Administration, designs and implements new or modifies existing processes, procedures, and work methods, and ensures team compliance in order to continuously improve activities to maximize productivity and efficiency.
Process planning: In collaboration with the Supervisor, Academic Administration, evaluates and proposes policies and processes to be implemented, as well as a calendar of operations. Determines resources required to meet deadlines. Plans, develops, and implements work methods and tools to improve service performance and quality.
Course and exam management: Validates and updates course sequences. Responsible for waiting lists. In consultation with the Supervisor, Academic Administration, reconciles enrolment limits. Checks registration lists. Responsible for updating grades.
Supervision: Supervises and acts as a resource person for the Senior Officers. Is responsible for the recruitment and staffing process, as well as the supervision of student personnel. Determines priorities, motivates staff, and provides feedback to ensure quality of service.
Communication and liaison: In the absence of the Supervisor, Academic Administration, participates in various committees and meetings related to operational processes or student services and passes on information to the team. Acts as a representative of the Faculty and the University of Ottawa at various events including evenings and weekends as required. Promotes the University of Ottawa and its programs and services at recruitment fairs and events, including evenings and weekends. Contributes to the allocation of recruitment resources in collaboration with the Supervisor, Academic Administration.