Senior Coordinator, Academic Administration

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Academic Delivery Support

# of Open Positions:

1

Faculty/Service – Department:

Academic Administration

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

February 20, 2025

Applications must be received BEFORE:

March 03, 2025

Hours per week:

35

Salary Grade:

SSUO Grade 09

Salary Range:

$69,478.00 – $87,764.00

About the Common Law Section of the Faculty of Law

Over the past 20 years, the Common Law Section of the Faculty of Law at the University of Ottawa has become a national and global leader in many fields. We are the only law school to offer a common law degree in both English and French, and our faculty is one of the most accomplished in the country. We are an engaged Faculty, and we have a strong culture of public engagement. We also have a strong bond with the legal community in Ottawa and a special relationship with the Supreme Court of Canada. We are leaders — leaders in research, leaders in the profession and leaders in our community. On any given day, members of our faculty may be seen testifying before a Parliamentary committee, providing expert commentary in the media, or contributing to public policy debates on the issues of the day. We are the most-cited law faculty in the national media. Through our dedication we have built strong experiential learning opportunities for our students where our students have unparalleled access to, and interaction with, the highest judges in the land to help foster an inclusive and high-quality student experience. 

Position purpose:

Co-ordinates undergraduate studies office frontline service and business processes, directly supervising Work-Study Program students and serving as their main point of contact. Finds solutions for exceptional cases and capitalizes on opportunities to review, develop and implement processes that follow best practices, to ensure effective operations while maintaining a harmonious team environment.

In this role, your responsibilities will include:

• Evaluate requirements and make recommendations: Anticipates, analyzes, and interprets student requirements and determines the policies and processes to be implemented. Diagnoses student problems and makes recommendations to solve them, and ensures that these recommendations are implemented. Solves complex problems and follows up on them as required.
• Review work procedures: In partnership with academic administrators, designs and implements processes, procedures, and work methods, or adjusts those currently in place, and ensures that the team follows them to continuously improve activities in order to maximize team productivity and effectiveness.
• Courses: Checks and updates course sequences. Notifies waitlisted students when spots become available. Reviews enrolment limits with the person responsible for academic operations or academic administration. Checks enrolment lists. Ensures that marks are updated.
• Supervision: Plans, coordinates, assigns, and reviews duties assigned to senior officers, and serves as their resource person. Sets priorities, conducts short-term planning, and designs group and individual training plans. Responsible for recruiting and staffing student-employee positions under the incumbent’s direct supervision. Supervises work performed by students, notably as part of the Work-Study Program, by setting priorities, motivating, guiding and providing feedback to these students.

What you will bring:

• Strong theoretical and practical knowledge of administration normally acquired through undergraduate university studies or an equivalent combination of studies and work experience
• Three years’ experience in a similar role
• In-depth knowledge of high school, college and university undergraduate academic programs
• Experience providing client service
• Experience interpreting, communicating and implementing policies and procedures
• Experience supervising and organizing work in a changing environment
• Experience using software and computer systems such as word processors, databases, spreadsheets, email, the internet and student information systems
• Ability to deal with conflicting priorities and meet strict deadlines in a fast-paced work environment
• Ability to manage multiple files with attention to detail
• Ability to make decisions that could have an impact on students and/or employees of own unit
• Ability to show tact, diplomacy, discretion and good judgment
• Knowledge of university administrative structures and procedures (an asset)
• Experience researching and analyzing data and in writing administrative and statistical reports
• Excellent communication skills to understand the needs of students and own unit’s employees
• Organizational and analytical skills, with excellent judgment and attention to detail

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.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected 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.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

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