Intermediate Specialist, Academic Advising

OverviewIntermediate Specialist, Academic Advising – University of Ottawa. Join to apply for the Intermediate Specialist, Academic Advising role at University of Ottawa.Job Type: EmployeeDuration in Months (for fixed-term jobs): 12Job Family: Academic AdvisingNumber of Open Positions: 1Faculty/Service - Department: Graduate and Postdoctoral Studies Academic ServicesCampus: Roger Guindon HallUnion Affiliation: SSUODate Posted (YYYY/MM/DD): 2026/01/05Applications must be received BEFORE (YYYY/MM/DD): 2026/01/16Hours per week: 35Salary Grade: SSUO Grade 10Salary Range: $80,942.00 - $102,245.00About The Faculty Of Medicine: Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.Position Purpose: To create an outstanding student experience by providing guidance and advice on academic development, such as course and program of study selection, to students to ensure an exceptional student experience and student satisfaction. Plan and execute student interventions as well as give advice to students experiencing difficulties to increase student success and retention rates. Build strategies and programs to increase enrolment and retention rates as well as increasing visibility by promoting the University, programs and the Faculty’s services at various on- and off-campus events.Typical Accountabilities:Academic Development and Student Retention:Assess student needs: Review student files to ensure that identification, interpretation, analysis, and assessment of student needs support the students’ goals and respect the Faculty’s processes. May consult with colleagues and/or meet with students to further explore their needs.Establish study plans: In consultation with students experiencing academic difficulties, develop a study plan which enables the student to improve his/her academic performance, reach his/her academic goals and promotes student retention.Plan interventions: Ascertain the accuracy of the diagnostic outcomes and considerations to ensure the quality of the intervention and review and revise the intervention plan to make sure that it will address the student’s needs.Execute interventions: Meet with students experiencing academic difficulties to provide guidance by informing them and giving them advice on programs of study, program and course prerequisites, graduation requirements, departments, agencies, institutions and other on- and off campus services. When necessary, will refer students to the appropriate services (ex. tutoring services), departments or support tools.Give advice to national and international students, student mobility, and experiential learning: Counsel national and international students to ensure full integration to their program of study as well as student life on campus. Provide guidance to students participating or interested in participating in the student mobility program by providing information on the program, course selection and equivalences, etc.Follow-ups: Meet with students, when necessary, to monitor their progress and take appropriate corrective measures as necessary to address student concerns and student retention risks.Direct students to the appropriate authority: Audit to ascertain that students are in fact referred to the appropriate service or resource person (ex. program supervisors, services, tutoring services, etc.), based on their needs, either self-identified or through University assessment processes.Operations Management:Admission: Follow-up with students when there is a modification in course selection to ensure it meets the requirements of the identified program.Modification to the program of study: Review student requests relating to modifications to their selected program of study in order to explore with them possible options as well as to provide guidance and advice on the selection of their academic options. Ensure that student files are analyzed according to the Faculty’s processes and that eligibility to the program of study is validated and, when eligible, finalized.Course selection and registration application process: Give advice to students on course selection and the registration process, so students can make informed decisions. Support the student’s course selection, when reasonable, by proceeding with the registration process and making sure it is completed.Retention: Review the student list to identify students experiencing academic difficulties and/or other issues and meet with these students to determine the cause of their difficulties. Provide guidance and advice to these students based on the nature of their identified needs and difficulties and track progress with them to ensure that they persevere and achieve their educational goals. In cooperation with colleagues, proactively develop and participate in the ongoing development of guideline initiatives for student retention. Identify factors and recommend initiatives to improve student retention rate.Scholarships and awards: Follow-up with the Financial Aid and Awards Service to provide them the list of recipients. Follow-up with students by sending letters and organizing a reception to congratulate them.Graduation: Participate to graduation ceremonies to demonstrate the Faculty’s support.Communication and liaison:Recruitment activities: Establish trust between the University and the target population by participating in recruitment activities as well as maintaining relationships with other associations. As an ambassador for the University, promote the University of Ottawa as well as its programs and services during commercial fairs and recruitment events.Public relations: Represent the faculty and the University of Ottawa during events and receptions.Communication with university community: Act as an expert-advisor to the university community and external partners by providing information on academic development.Communication with student population: Participate to mass communication initiatives aimed at the student population to ensure the quality and accuracy of the information provided.Knowledge, Experience and Skills:Essential Qualifications:Bachelor’s degree in education or a related fieldExperience in the education field or academic advising or a combination of bothOther Qualifications:Knowledge of academic programs (ex. regulations, degree requirements, prerequisites and course descriptions) at the high school, college, undergraduate and postgraduate levelsStrong knowledge of and experience revising, interpreting, communicating and applying processes, policies and methods to individual cases varying in complexityExperience providing client serviceExperience elaborating strategies and activity plans for studentsExperience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access), word processing, Windows and InternetExperience in mentoring and/or coaching an assetStrong communication skillsAbility to solve problems, make fast decisions and negotiate with studentsOrganizational and analytical skills attention to detail and ability to work within tight deadlinesListening skills and strong work ethicsJudgment, independence, diplomacy and discretionBilingual – French and English (spoken and written)Note: The University embraces diversity and inclusion in the workplace. We are committed to employment equity and welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating an accessible, barrier-free work environment and to accommodating applicants with disabilities during recruitment. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate accommodation needs. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.Seniority level: Mid-Senior levelEmployment type: Full-timeJob function: Education and TrainingIndustries: Higher EducationNote: This refined description preserves the essential information while removing formatting that hindered readability. It maintains the core responsibilities and qualifications, and retains the required EEO and accessibility notes. #J-18808-Ljbffr