Senior Specialist, Academic Administration

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

17

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service – Department:

Graduate Office

Campus:

99 Bank

Union Affiliation:

SSUO

Date Posted:

janvier 30, 2025

Applications must be received BEFORE:

février 10, 2025

Hours per week:

35

Salary Grade:

SSUO Grade 11

Salary Range:

$87 272,00 – $110 239,00

About the Telfer School of Management

The Telfer School of Management at the University of Ottawa is located in the heart of Ottawa and is the proud academic home of some 4,300 students,200 faculty members, over 100 staff members, and over 30,000 alumni.

At Telfer, everything we do from teaching to research, to policy advice is firmly aligned with helping Canada reach its potential. We believe that better business practice means a better Canada and that a better Canada means a better world.

Position Purpose

Responsible for developing programs and services at the faculty level related to maintaining high student satisfaction and favoring student retention. Plans benchmarking activities for evaluating the student experience, and integrates findings into improvements to program and service offerings. Provides integrated leadership for the planning, coordination and monitoring of the Mentoring Centre and of the broader student experience office.

In this role, you will:

• Academic success: Oversees the analysis of academic performance and determines appropriate action to take in accordance with academic regulations. Oversees all activity related to screening the files of at-risk students, and leads the deployment of academic success support services at the faculty level, with the objective of increasing retention levels. Leads the academic success efforts in providing holistic advice to students requiring specific referrals to the Mentoring Centre, and to other expert services outside of the faculty through ongoing collaboration. Reaches out to students based on identified risk factors, in collaboration with the Registrar’s Office, with the objective of setting a path for improved performance. Ensures effective and ongoing information-sharing among the team in order to provide accurate and appealing information to students.
• Student outreach programs and services: Develops strategies and tools in order to facilitate successful integration into university life and ensure a positive student experience. Oversees the Student Mentoring Centre, and promotes program and service offerings at the faculty level to increase awareness and engagement among students, professors, and other members at the faculty level. Develops and promotes learning resources with the objective of meeting students’ need for academic success and an overall positive experience.
• Evaluation and analysis: Develops metrics, and establishes a plan for gathering meaningful information around the impact of programs and services on retention rates. Shares information regarding demonstrated results with upper management. Integrates feedback into adjustments to ensure ongoing improvements. Acts as subject matter expert on methods of monitoring academic success, and on success factors regarding retention in order to sensitize the faculty community about challenges related to student experience. Researches industry trends and develops innovative solutions toward a positive student experience and a high rate of retention.
• Human resources management: Oversees the activities of the Academic Development and Student Retention Specialists and of the Mentoring Centre Coordinator. Ensures an equitable division of workload, and promotes teamwork through expertise-sharing. Establishes individual and team objectives and actively manages performance. Ensures continuous learning through individual and group learning opportunities. Plans resource requirements towards meeting objectives, and identifies new work methods and tools to improve operational efficiencies of the sector.

What you will bring:

• Bachelor’s degree in a related discipline or an equivalent combination of education and experience
• Three (5) years of demonstrated experience in a similar role
• Knowledge of quantitative and qualitative methods would be an asset
• Knowledge of postsecondary programs and academic regulations
• Experience in pedagogical methodology
• Experience in working with academic files, 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
• Bilingualism – French and English (spoken and written)

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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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