Senior Coordinator, Academic Administration

University of Ottawa•Ottawa, ON

5d•CA$76,104 - CA$96,135•Onsite

About The Position

Over the past 20 years, the Common Law Section of the Faculty of Law at the University of Ottawa has become a national and global leader in many fields. We are the only law school to offer a common law degree in both English and French, and our faculty is one of the most accomplished in the country. We are an engaged Faculty, and we have a strong culture of public engagement. We also have a strong bond with the legal community in Ottawa and a special relationship with the Supreme Court of Canada. We are leaders -- leaders in research, leaders in the profession and leaders in our community. On any given day, members of our faculty may be seen testifying before a Parliamentary committee, providing expert commentary in the media, or contributing to public policy debates on the issues of the day. We are the most-cited law faculty in the national media. Through our dedication we have built strong experiential learning opportunities for our students where our students have unparalleled access to, and interaction with, the highest judges in the land to help foster an inclusive and high-quality student experience. Co-ordinates undergraduate studies office frontline service and business processes, directly supervising Work-Study Program students and serving 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, 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 and/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

Evaluate requirements and make recommendations: Anticipates, analyzes, and interprets student requirements and determines the policies and processes to be implemented. Diagnoses student problems and makes recommendations to solve them, and ensures that these recommendations are implemented. Solves complex problems and follows up on them as required.
Review work procedures: In partnership with academic administrators, designs and implements processes, procedures, and work methods, or adjusts those currently in place, and ensures that the team follows them to continuously improve activities in order to maximize team productivity and effectiveness.
Courses: Checks and updates course sequences. Notifies waitlisted students when spots become available. Reviews enrolment limits with the person responsible for academic operations or academic administration. Checks enrolment lists. Ensures that marks are updated.
Supervision: Plans, coordinates, 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. Responsible for recruiting and staffing student-employee positions under the incumbent’s direct supervision. Supervises work performed by students, notably as part of the Work-Study Program, by setting priorities, motivating, guiding and providing feedback to these students.