Supervisor, Undergraduate Studies Administration
Supervisor, Undergraduate Studies Administration
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Job Description
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Job Type:
EmployeeDuration in Months (for fixed-term jobs):
N/AJob Family:
Academic Administration# of Open Positions:
1Faculty/Service - Department:
Undergraduate Studies Faculty of ScienceCampus:
Main CampusUnion Affiliation:
SSUODate Posted (YYYY/MM/DD):
2025/09/25Applications must be received BEFORE (YYYY/MM/DD):
2025/10/06Hours per week:
35Salary Grade:
SSUO Grade 11Salary Range:
$90987.00 - $114932.00About the Faculty of Science:Welcome to the Faculty of Science a great place to learn to explore to question to discover opening your mind and pushing boundaries. Its an exciting time to be part of a rewarding career in life sciences natural sciences and mathematics. You will have access to world-class facilities including our Science Technology Engineering and Mathematics (STEM) Complex our extensive Biosciences Complex and our cutting-edge Advanced Research Complex that are the envy of many universities. We have strong links with a multitude of government and private research centres providing countless opportunities and experiences.
We have become a true centre of excellence earning recognition across Canada and abroad for our prowess in teaching and in our laboratories where our researchers are addressing some of the most important and relevant scientific questions of our time. Our past is a testimonial to our passion so will be our future. Will you be part of it
Position Purpose
Reporting to theSenior Manager Academic Administration the incumbent supervises co-ordinates and plans all activities related to student services and academic operations while ensuring that work at the Office of Undergraduate Programs runs smoothly. Develops plans and carries out strategies needed to ensure that processes and activities are tailored to student needs. Ensures that frontline services are effectively delivered to offer our clients a top-quality student experience. Serves as an expert on matters related to uoCampus Talisma QLess Xtender and other computer tools.
In this role your responsibilities will include:
Provides expert advice to all staff under own supervision on interpretation and application of University regulations on programs and on development of strategies procedures and internal processes that maximize office effectiveness and efficiency.
Provides expert advice on procedures and processes relating to academic advisement and implementation of mechanisms to ensure service quality as well as student satisfaction in the Faculty.
Implements the standardized processes needed for updating admission files and advanced standing; program changes course selection and quotas; scheduling courses and exams and exam conflicts; entering final grades; managing exchange programs; evaluating teaching and courses; correcting lists and producing statistics needed for proper planning of course offerings and enrolment and other tasks.
Prepares reports of varying complexity at the request of the manager undergraduate studies administration and/or the Office of the Dean to assist in planning and decision-making. Collects analyzes and summarizes the requested data.
Ensures that all communications (emails letters mass emails internet etc.) with students are accurate and of the highest quality. Establishes and maintains working relationships between the advancement and communications office and the Faculty to ensure data accuracy across various media.
Serves on committees and maintains a peer network to share information that could help improve University policies and procedures as well as academic processes related to the duties of the position.
Hires and supervises staff under own responsibility in accordance with University policies including overseeing performance management resource planning setting of team objectives and preparation of employees training and development plans. Ensures that team members are accountable for their work performance to attain and maintain high standards for the offices work.
What you will bring:
Undergraduate degree in a related field or an equivalent combination of education and experience
Five years of relevant experience in a similar position.
Three years of supervisory experience.
In-depth knowledge of academic programs at the secondary school college and undergraduate levels (structures curriculums regulations)
In-depth knowledge of university and faculty regulations
Experience in project management and in setting priorities
Experience in analyzing academic records and in interpreting communicating and applying university regulations and procedures
Experience in problem-solving
Experience in researching analyzing and producing data and statistical reports
Experience in managing human resources teams and conflict
Experience in providing customer service and assistance in an academic environment
Ability to work well under pressure and organize a teams work to meet strict deadlines (strong organizational skills)
Strong skills in using computer systems and the software needed to perform the duties of the position
Strong critical thinking and analytical skills
Leadership skills and strong interpersonal skills
Availability to work flexible hours (evenings and weekends) during busy periods
Bilingualism (French and English) spoken and written
#LI-Onsite
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 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.
Required Experience:
Manager
Employment Type
Full-Time
