Senior Officer, Academic Administration (Graduate Studies)

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.

Position purpose:

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.

Academic Advisement: 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 CO-OP student files and academic performance, including checking student progress reports and prepared lists. 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. Coordinate the process for evaluating international exchange files of arriving students.

Thesis and Graduation: Coordinate the master’s and PhD thesis evaluation and defence processes. Communicate with the thesis committee and ensure the thesis examiners’ reports are received by the deadline. Review and evaluate student files for graduation purposes for programs under the incumbent’s responsibility to determine students’ eligibility to receive their degree.

Grants and Scholarships: Coordinate the internal and external scholarship evaluation processes and provide academic units with assistance in interpreting academic regulations. Provide applicants with information on criteria for admission scholarships, scholarships and bursaries offered by the faculty and grants offered by funding agencies.

Records Management: Implement an effective filing and records management system.

What you will bring:

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
Planning
Initiative
Client service orientation
Teamwork and cooperation
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)

#LI-Hybrid

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:

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.