Senior Administrator, Career and Employment

University of Ottawa•Ottawa, ON

2d•CA$64,865 - CA$81,935•Onsite

About The Position

Coordinates and manages the tasks related to CO-OP interviews, ranking and matching students to various jobs in accordance with CO-OP program policies and regulations to ensure that uOttawa is a partner of choice in providing experiential learning opportunities and experiences to uOttawa students. Acts as a uOttawa Ambassador with potential and current employers to promote the image of the University and the CO-OP Program by providing courteous, timely and accurate service to students and employers from the public, para-public, non-profit, and private sectors.

Requirements

Bachelor’s degree in administration or a combination of relevant education and experience
Minimum of 2 years of demonstrated experience in a customer service role acting as a resource person.
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.
Knowledge of postsecondary programs, university services and structure.
Knowledge of and experience interpreting, communicating and applying procedures, policies and methods.
Capacity to deal with conflicting priorities and respect strict deadlines in a fast-paced environment with a high level of accuracy and attention to detail
Good negotiation skills and ability to act tactfully and with diplomacy.
Ability to build positive relationship with internal and external stakeholders.
Experience and knowledge of computer systems especially in database management, CRM and software such as: Word, Excel, electronic calendar, e-mail, Web sites, etc.
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

Oversees and coordinates all aspects of the CO-OP interview process at each term by anticipating and coordinating the interviewing needs of upcoming and ongoing work terms.
Coordinates the interviews, ranking and matching process.
Analyses and manages all aspects of job management and interview exceptions which includes conflicting requests and short deadlines.
Ensures various submitted forms are analyzed, completed and have accurate information.
Interprets, communicates and enforces CO-OP policies and regulations that impact the placement process for employers and students.
Assesses applicants for work-study and 8-month job postings based on program of study and collaborates with the Office of Financial Aid to determine the eligibility of the students to the Work-Study (WS) program for CO-OP jobs.
Determines eligibility for international bursaries and shares the information with the Office of financial aid and with the international office.
Actively participates in tracking meetings to discuss placement strategies and action plans to help students succeed.
Develops and maintains procedural documentation to ensure consistent customer service delivery.
Provides feedback and collaborates proactively with management on necessary process improvements.
Interacts with various clients by greeting, guiding, and informing students, employers, and professors while advising and coaching them on the CO-OP placement process.
Maintains the database and various records by entering all interactions in the CRM.
Assists the CO-OP Program Coordinators in conducting mid-term and final evaluations.
Develops relationships with employers to gain new jobs and manage existing opportunities and co-manages the pending scheduling process to persuade employers to interview students and submit job offers in a prompt manner.
Temporarily replaces or shares responsibilities of the Junior CO-OP Advisor such as data entry in uoCampus, e-mail triage, etc. whenever required and takes on special projects.
Trains new Placement Operations Coordinators and Junior Business Developers on core job responsibilities related to their roles.