Intermediate Coordinator, Academic Administration
Intermediate Coordinator, Academic Administration
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Job Description
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Job Type:
EmployeeDuration in Months (for fixedterm jobs):
N/AJob Family:
Academic Administration# of Open Positions:
2Faculty/Service Department:
Academic Development and OperationsCampus:
Main CampusUnion Affiliation:
SSUODate Posted:
May 22 2025Applications must be received BEFORE:
June 02 2025Hours per week:
35Salary Grade:
SSUO Grade 07Salary Range:
$59038.00 $74574.00About the Faculty of Social SciencesThe FSS comprises nine departments schools and institutes which offer undergraduate masters and doctoral programs in both English and French. With its 10000 students 260 fulltime professors and wide array of programs and research centres the Faculty of Social Sciences plays a key role at the heart of the University of Ottawa. Its graduate students are supervised by excellent researchers and undertake cuttingedge research in the Facultys masters and Ph.D. programs. Along with its complement of about 100 administrative employees the faculty is proud to provide a collaborative working environment that inspires new ideas encourages creative ingenuity and promotes excellence.
Position purpose
Provide support by coordinating and executing various academic and administrative activities related to numerous requests course scheduling exam management followups and information gathering to ensure an exceptional student experience is delivered. Execute administrative tasks such as teaching evaluation requests providing answers to general and recurrent questions from students colleagues and other faculties. Assess requests and redirect them to appropriate resources when required. Organize and maintain the student electronic files. Keep them uptodate and maintain the integrity of the information management system.
In this role your main responsibilities will include:
Assess student needs : Assist with the student needs evaluation process by contributing to the analysis identification and interpretation of procedures and policies. Translate and transmit the student needs to the direction of the Undergraduate Studies Office for improvement purposes of given policies and procedures. Ensure direct operation of student files in various cases (course registration letter of permission etc.)
Followups : Systematize approach to provide efficient followups within strict timelines with the scope to assist the Senior Officers of Academic Development and Operations and the Academic Development and Student Retention Specialist.
Admissions : Assist in the evaluation of student files with conditional acceptance and/or equivalences by analyzing and synthetizing files documents and equivalences.
Modification to program of studies : Analyze student requests received by email or telephone and address general questions based on an understanding of processes policies and program requirements pertaining to modifications to their selected program of study.
Exam Management : Participate to the scheduling of exams and manage the possible exam conflicts with the students involved. Take the necessary precautions to ensure that exam content remains confidential preparing exams and reconciling the administration of the exams process (e.g. monitoring of exams).
Course selection and registration application process : Analyze and address general student requests based on an understanding of processes policies and program requirements. Provide support to validate eligibility of requests by furnishing the relevant documents to colleagues when necessary.
Student retention : Identify students in difficulty and students who are at risk of experiencing academic difficulties by reviewing and analyzing academic performance factors such as transcripts and other relevant documents and make recommendations to colleagues.
Course scheduling and electronic file management : This position involves developing and maintaining course schedules by gathering and validating information from multiple departments ensuring their availability on SIS and making necessary adjustments and recommendations based on requirements such as enrolment limits. It also includes organizing and maintaining electronic records in line with internal policies ensuring proper digitalization indexing and appropriate document classification or destruction.
Essential qualifications
Knowledge of administration and/or business principles usually acquired through postsecondary studies and several years of experience in a similar role.
Knowledge of academic programs at the high school college undergraduate and postgraduate levels Officer of Academic Development and Operations
Knowledge of and experience interpreting communicating and applying processes policies and methods
Experience researching and analyzing data as well as creating administrative and statistical reports
Knowledge of and experience in electronic file management
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 skills excellent judgment and attention to detail
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.
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 selfstarting. 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 barrierfree 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 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 frontline 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 Covid19 as defined in Policy 129 Covid19 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.
Required Experience:
IC
Employment Type
Full-Time
