Senior Officer, Academic Administration

University of Ottawa•Ottawa, ON

1d•CA$64,865 - CA$81,935•Onsite

About The Position

Reporting to the Supervisor, Academic Services of Undergraduate Studies of the Faculty of Health Sciences, serves as a first point of contact for students by receiving, acknowledging, anticipating and responding to various student requests and by ensuring above average client service in order to attract, retain and maintain the student population rate in all programs of study. Execute administrative tasks, such as evaluating requests, making recommendations, approving certain requests and providing follow-ups with students, colleagues and other faculties. As an ambassador for the University and the Faculty, attend graduation ceremonies and various events to promote the University of Ottawa and the Faculty’s services. This is a 1-year contract or a temporary assignment.

Requirements

Knowledge of administration normally acquired through postsecondary education and several years of experience in a similar role.
Knowledge of academic programs at the high school, college, undergraduate and postgraduate levels.
Knowledge of and experience interpreting, communicating and applying procedures, policies and methods.
Experience researching and analyzing data as well as creating administrative and statistical reports.
Experience in problem solving and decision-making.
Experience providing client service.
Experience implementing strategies and activity plans for students.
Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access), word processing, Windows and Internet.
Capacity to deal with conflicting priorities and respect strict deadlines in a fast paced environment.
Organizational and analytical skills, excellent judgment and attention to detail.
Listening skills and strong work ethics.
Bilingual – French and English (spoken and written).
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.
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

Analyze student files with conditional acceptance and/or equivalences, so the Academic Development and Student Retention Specialist can follow up with these students. Monitor these files to ensure that administrative and academic deadlines are respected.
Serve as a first point of contact for students by receiving, acknowledging and taking action on student requests for modification to their selected program of study.
Serve as a first point of contact for students by receiving and acknowledging student requests for course selection and registration. Determine the eligibility of the request. Based on eligibility, approve course selection for first year students and special students and perform the necessary steps to finalize requests.
Conduct a primary evaluation of files while respecting the policies and processes to identify and prepare files for graduation. Attend the graduation ceremony as an ambassador of the University.
Participate to the coordination of exams by making sure that exam content remains confidential according to the policies and by organizing the schedule for exam supervisors.
As an ambassador for the University, promote the University of Ottawa as well as its programs and services during commercial fairs and recruitment events.