Supervisor, Academic Administration

University of Ottawa • Lexington, MA

4d

About The Position

Make your mark with the Faculty of Health Sciences! Health matters to everyone and we are committed to becoming a nationally and internationally recognized leader in innovative approaches to active living, health promotion, and quality health services. Our success lies in our students and our people. Join us and every day you will have the opportunity to make a meaningful impact as we grow together and make a great faculty even better. Position purpose: Plans, organizes, and monitors academic operations and student services for both graduate and undergraduate programs to support faculty objectives and student success. Allocates resources effectively, ensures accuracy and integrity of processes and records, and manages complex cases requiring coordination across multiple stakeholders. Introduces innovations and performance measures to optimize workflows and maintain service excellence. In this role, your responsibilities will include, among others: Academic Operations Management: Oversees all ongoing operational activities, including but not limited to admissions, course planning, course scheduling, enrolment, academic standing, graduate scholarships, and graduation. Coordinates cross-project activities of inter-connected projects within the Academic Office scope with the objective of maximizing resources and enhancing communication. Acts as liaison with internal and external stakeholders, such as schools, other faculties or services, whose contribution is a key input to Academic Office and student services success, as well as to ensure effective communication and collaboration on areas of common interest. Oversees activities undertaken as part of special projects within the overall scope of the Academic Office. Ensures data integrity across all academic operations by implementing and monitoring processes for accurate creation, updating, and archiving of communications, procedures, and workflows. Establishes standards and controls to maintain consistency, compliance, and accessibility of information, supporting transparency and operational efficiency. Student Services: Develops strategies and tools in order to facilitate successful integration into university life and ensure a positive student experience. Oversees student services, such as the Academic Office’s different service points, and the Student Mentoring Centre, and promotes service offerings at the faculty level to increase awareness and engagement among students, professors, and other members at the faculty level. Develops and promotes resources with the objective of meeting students’ need for academic success and an overall positive experience. Manages complex student cases and files, ensuring timely resolution through coordination with internal and external stakeholders, adherence to policies and regulations, and accurate documentation. Implements processes for tracking, analyzing, and reporting on these cases to identify trends and inform continuous improvement of services. Planning: Participates in needs analysis and planning activities by contributing innovative ideas and evidence-based information related to student services delivery and academic operations. Translates global objectives and needs into short -, medium- and long -term operational plans. Identifies risks to success and implements contingency measures to ensure continuity. Plans and allocates all key resources—human, material, and physical space—to ensure efficient academic operations and the effective delivery of student services. Continuous Improvement: Devises key performance indicators and ensures accurate tracking of data for evaluating performance against student services and academic operations objectives. Analyses performance trends and adjusts delivery elements accordingly to introduce innovations into planning and delivery and ensures continuous alignment of deliverables with global objectives of the sector while favouring service excellence. Ensures that deliverables continue to evolve with the progressing needs of stake-holders. Human Resources Management: Supervises staff of the Academic Office. May oversee the work of additional staff assigned to special projects within the scope of the Academic Office to ensure alignment with overall student services and academic operations management. Responsible for recruitment, onboarding, crossboarding, professional development, performance management and conflict management for the staff under his or her responsibility.

Requirements

• Bachelor’s degree in a related discipline or an equivalent combination of education and experience.
• Five (5) years of demonstrated experience in a similar role within an academic setting.
• Knowledge of postsecondary programs and academic regulations.
• Experience with academic file analysis, such as academic performance, eligibility to graduate, admissions and international exchanges
• Experience in interpreting and applying rules and regulations, ideally in an academic environment
• Experience in project planning and coordination.
• Experience in supervision and performance management.
• Strong interpersonal and communication skills.
• Knowledge of computer systems and software including spreadsheets, databases, Internet and e-mail.
• Ability to succeed in a high-paced, high demand environment with strict deadlines
• Ability to motivate a team and to collaborate with multiple stakeholders
• Proven commitment to client satisfaction
• Bilingualism – 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.

Nice To Haves

• Knowledge of quantitative and qualitative methods would be an asset.

Responsibilities

• Academic Operations Management: Oversees all ongoing operational activities, including but not limited to admissions, course planning, course scheduling, enrolment, academic standing, graduate scholarships, and graduation.
• Coordinates cross-project activities of inter-connected projects within the Academic Office scope with the objective of maximizing resources and enhancing communication.
• Acts as liaison with internal and external stakeholders, such as schools, other faculties or services, whose contribution is a key input to Academic Office and student services success, as well as to ensure effective communication and collaboration on areas of common interest.
• Oversees activities undertaken as part of special projects within the overall scope of the Academic Office.
• Ensures data integrity across all academic operations by implementing and monitoring processes for accurate creation, updating, and archiving of communications, procedures, and workflows.
• Establishes standards and controls to maintain consistency, compliance, and accessibility of information, supporting transparency and operational efficiency.
• Student Services: Develops strategies and tools in order to facilitate successful integration into university life and ensure a positive student experience.
• Oversees student services, such as the Academic Office’s different service points, and the Student Mentoring Centre, and promotes service offerings at the faculty level to increase awareness and engagement among students, professors, and other members at the faculty level.
• Develops and promotes resources with the objective of meeting students’ need for academic success and an overall positive experience.
• Manages complex student cases and files, ensuring timely resolution through coordination with internal and external stakeholders, adherence to policies and regulations, and accurate documentation.
• Implements processes for tracking, analyzing, and reporting on these cases to identify trends and inform continuous improvement of services.
• Planning: Participates in needs analysis and planning activities by contributing innovative ideas and evidence-based information related to student services delivery and academic operations.
• Translates global objectives and needs into short -, medium- and long -term operational plans.
• Identifies risks to success and implements contingency measures to ensure continuity.
• Plans and allocates all key resources—human, material, and physical space—to ensure efficient academic operations and the effective delivery of student services.
• Continuous Improvement: Devises key performance indicators and ensures accurate tracking of data for evaluating performance against student services and academic operations objectives.
• Analyses performance trends and adjusts delivery elements accordingly to introduce innovations into planning and delivery and ensures continuous alignment of deliverables with global objectives of the sector while favouring service excellence.
• Ensures that deliverables continue to evolve with the progressing needs of stake-holders.
• Human Resources Management: Supervises staff of the Academic Office.
• May oversee the work of additional staff assigned to special projects within the scope of the Academic Office to ensure alignment with overall student services and academic operations management.
• Responsible for recruitment, onboarding, crossboarding, professional development, performance management and conflict management for the staff under his or her responsibility.

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: Manager
• Number of Employees: 5,001-10,000 employees