Senior Officer, Academic Administration

University of Ottawa•Ottawa, ON

19h•CA$64,865 - CA$81,935•Hybrid

About The Position

The Faculty of Engineering strives to provide a learning environment that promotes excellence and innovation, ethical practice and responsibility towards society. Our workplace will challenge, energize and motivate you to be your very best while providing opportunities for career growth and professional development. Our work makes a world of difference in the lives of our students, who will become the next generation of leaders and change makers of our society. Our dynamic community is dedicated to building innovations that will not only help the advancement of technology, but solutions that will revolutionize the industry. We look forward to making the future TOGETHER! We operate in a hybrid environment, with three days per week on campus. Serves as the first point of contact for professors and support staff in the Faculty’s departments and schools, working under the supervision of the specialist, academic administration. Receives requests (via email, on Teams or in person), addresses them and anticipates various requests from professors and support staff following the development of the annual schedule. Co-ordinates day-to-day operations related to courses offered, schedules, syllabi and exams (final and deferred) for the Faculty of Engineering’s undergraduate and graduate programs, including joint programs with Carleton University. Provides day-to-day support to the specialist, academic administration, to promote operational efficiency and offer high-quality client service.

Requirements

Undergraduate degree in administration or a related field
Two years’ experience in co-ordinating business processes, preferably in a university environment
In-depth knowledge of high school, college, undergraduate and graduate academic programs
Experience in collecting and analyzing data, and in writing administrative and statistical reports
Ability to handle regular constraints (e.g., meeting tight deadlines in a fast-paced work environment)
Ability to implement decisions that could have an impact on Faculty of Engineering students or staff (e.g., following up after course cancellation)
Excellent communication skills to understand Faculty of Engineering employees’ requests for information
Strong organizational and analytical skills, discretion, judgment and attention to detail
Bilingualism — French and English (spoken and written)

Nice To Haves

Knowledge of University administrative structures and procedures

Responsibilities

Co-ordination of courses offered, schedules, syllabi, and final and deferred exams: Co-ordinates the course scheduling process and the acquisition of information for courses in collaboration with departments and schools as well as Carleton University. Checks and updates course sequences for publication on the Faculty of Engineering’s website. Reviews the course list and corrects information on joint programs (e.g., cancelled courses) from Carleton University. Serves as a resource (first point of contact) for departments and schools. Enters data to input courses into the uoCampus system, and reviews the data to ensure it is accurate and complete. Co-ordinates the exam scheduling process, the submission of orders for final exams (external partners) and the preparation of exam booklets (paper copies) for professors teaching courses at all levels of study. Checks information and distributes exams. Arranges room assignments for exams (e.g., posting information on the website, booking rooms online) to ensure the process runs smoothly. Once a year, works with four other faculties to assign spots to students in the gyms and arenas at the Minto Sports Complex (sticking numbers on desks, posting lists of students for each exam). Co-ordinates the process of ensuring that syllabi for undergraduate and graduate courses comply with the new ministerial directive, saves syllabi and follows up with professors, and delivers the administrative report to the senior manager, academic administration.
Assessing needs and formulating recommendations: Analyzes and interprets requests from professors and support staff to assess their needs, translates these needs into the action plan and guidelines to be implemented, and makes recommendations to the supervisor.
Reviewing processes: Carries out and reviews business processes to be implemented in order to meet the deadlines set by the Registrar in the operations schedule.
Managing electronic records: Develops and maintains an efficient filing and records management system to safeguard file confidentiality and ensure that complete, accurate documents are available for future reference or auditing. Co-ordinates record archiving. Maintains a digital reminder system for files requiring the incumbent to follow up with professors.
Supervision: Supervises, trains and onboards students hired through the Work-Study Program as well as proctors to ensure that Faculty of Engineering students and professors receive services and support in accordance with established policies and guidelines.
Representation and information-sharing: Participates in various committees and meetings on business processes or student services, and shares information with the team. Liaises with a variety of internal and external stakeholders to identify needs with respect to the course offering and schedule.