Senior Coordinator, Academic Administration

University of Ottawa•Ottawa, ON

2d•CA$64,865 - CA$81,935•Onsite

About The Position

Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences. Position purpose: Reporting to the Supervisor, Graduate and Postdoctoral Studies, Coordinates and performs the main tasks related to academic activities for programs in accordance with the academic regulations of the Faculty and the University. Provides courteous, timely and accurate service that projects a positive image of the University of Ottawa to all clients and contributes to an enriched student experience.

Requirements

Thorough knowledge of postsecondary programs, academic regulations and university services, normally acquired through postsecondary training, or equivalent experience
Experience analyzing, managing and verifying academic records
Experience interpreting, explaining and applying academic regulations and procedures
Experience in an advising role and in customer service in an academic setting
Experience using computer systems (SIS/uoCampus, Talisma, Calculator, Document Manager, or similar systems) and applications and platforms such as Windows, word processing software, databases, spreadsheets, email and the Internet
Experience in administrative writing in both official languages
Strong skills in interpersonal communication, teamwork and problem solving
Experience working under pressure and prioritizing work to meet firm deadlines
Bilingualism – French and English (spoken and written)

Nice To Haves

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

Oversee the admission process for programs under the incumbent’s responsibility. This includes developing, evaluating and providing front-line services and information for potential students in order to determine needs and advise them on program options, admission scholarships and admission requirements based on their previous education and career goals.
Analyze and prepare admission files according to University requirements and ensure all conditions are met. Check accuracy of student status lists and make any necessary corrections.
Determine eligibility of applicants, prepare files for evaluation by admission committees and manage entry of evaluation committee recommendations.
Calculate admission averages for Canadian and international students using University standards.
Act as a resource person for files related to Canadian and international students, check university accreditations and authenticity of documents submitted for student applications and remove admission conditions at the appropriate time.
Determine eligibility of applicants based on averages calculated and refuse applications that do not meet the minimum average requirements.
Provide advice to students on academic processes and regulations related to the academic requirements of their program in order to improve student retention and success and reduce time to completion.
Coordinate academic processes under the incumbent’s responsibility, such as student registration, evaluation of academic performance, including checking student progress reports and prepared lists (registration in CTN activities, two failures, thesis supervisors, etc.).
Approve final grades, coordinate course evaluations and manage deferred exams and exam accommodations.
Provide input related to course offerings and assist with creating course and exam schedules.
Update course and exam schedules in computer system.
Evaluate cases involving exceptions (such as requests for leave, deferrals and extensions; letters of permission; late registrations; changes to programs and options) related to the academic progress of graduate students.
Carry out a preliminary analysis of requests for exceptions that require the approval of the supervisor of academic services as required by University policies in order to propose solutions and follow up as required.