Senior Officer, Academic Administration

University of Ottawa • Lexington, MA

7d

About The Position

The oldest and one of the biggest faculties at the University of Ottawa. The Faculty of Arts has evolved to be one of the leading faculties on campus. Now more than ever, the new economy needs thinkers, communicators, and creators. Whether you are interested in the Humanities, Languages and Literatures, or Fine and Performing Arts, the Faculty of Arts offers students an education for today's and tomorrow's workplace! The Faculty of Arts is dedicated to creating a diverse, equitable and inclusive environment for everyone.

Position Purpose: Reporting to the Supervisor, Academic Administration, 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.

In this role, your responsibilities will include:

Admissions: 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. Grants and Scholarships: Coordinate the internal and external scholarship evaluation processes and provide academic units with assistance in interpreting academic regulations. Evaluate and prepare files for external scholarships according the requirements of the funding organization or agency and prepare files for review by the scholarship committee. Calculate averages as required by the granting agencies. Provide applicants with information on criteria for admission scholarships, scholarships and bursaries offered by the Faculty and grants offered by funding agencies (OGS, SSHRC, CIHR, NSERC). Together with the chairs of graduate studies, organize information sessions for students about the various scholarships and other funding available. Gather the necessary documents for evaluating faculty scholarships and other types of funding as well as the information required once the funding has been awarded. Help students complete their travel claim form, if applicable.

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)

Responsibilities

• Oversee the admission process for programs under the incumbent’s responsibility.
• Develop, evaluate and provide 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.
• Coordinate the internal and external scholarship evaluation processes and provide academic units with assistance in interpreting academic regulations.
• Evaluate and prepare files for external scholarships according the requirements of the funding organization or agency and prepare files for review by the scholarship committee.
• Calculate averages as required by the granting agencies.
• Provide applicants with information on criteria for admission scholarships, scholarships and bursaries offered by the Faculty and grants offered by funding agencies (OGS, SSHRC, CIHR, NSERC).
• Together with the chairs of graduate studies, organize information sessions for students about the various scholarships and other funding available.
• Gather the necessary documents for evaluating faculty scholarships and other types of funding as well as the information required once the funding has been awarded.
• Help students complete their travel claim form, if applicable.

Benefits

• The University of Ottawa offers a generous pay and benefits package that includes a competitive salary, a defined benefit pension plan, group insurance coverage and an employee and family assistance program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees