Lead Coordinator, Academic Administration

3 months ago

Ottawa, Canada University of Ottawa Full time

**Job Type**:
Employee

**Duration in Months** **(for fixed-term jobs):
N/A

**Job Family**:
Academic Administration

**# of Open Positions**:
1

**Faculty/Service - Department**:
Academic Services, Graduate Studies

**Campus**:
Main Campus

**Union Affiliation**:
SSUO

**Date Posted**:
August 29, 2024

**Closing Date**:
September 09, 2024
**Note**: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

**Hours per week**:
35

**Salary Grade**:
SSUO Grade 09

**Salary Range**:
$69,478.00 - $87,764.00

About the Faculty of Education
The Faculty of Education, along with its commitment to the promotion, advancement and dissemination of knowledge in the field of education in general, is actively involved in teacher training. Located on the unceded ancestral lands of Algonquin peoples, the Faculty of Education is proud to promote equity, diversity, and inclusion. Moreover, according to the latest QS ranking, our faculty is ranked among the top 100 in the world, and fifth in Canada, for research.

**Position Purpose**:
Reporting to the Supervisor of Academic Administration, the incumbent coordinates frontline service and business processes by directly supervising academic office staff and serving as their main point of contact. Finds solutions to special requests and capitalizes on opportunities to review, develop, and implement processes based on industry best practices. Displays a positive, professional attitude to foster harmony and team spirit.

**In this role, your responsibilities will include**:

- ** Supervision**:Supervises work performed by officers, sets priorities, provides advice with a view to meeting individual goals, develops individual and group training plans, motivates staff, and provides guidance and feedback. Shares knowledge about management tools to bolster employee engagement within the section in order to maximize productivity and minimize staff turnover.
- ** Needs evaluation and recommendations**: Anticipates, analyzes and interprets student needs, determines policies and procedures to put in place, diagnoses and formulates recommendations to solve student problems and ensures that these recommendations are implemented. Solves complex problems and follows up as required.
- ** Project management**: Plans and manages assigned projects. To this end, determines project scope and phases, monitors progress when relevant, makes adjustments throughout the process and ensures effective communication between stakeholders. Manages and monitors delivery of projects assigned to own team.
- ** Recruitment activities**:Promotes the University of Ottawa and its programs and services at trade shows and recruitment events. Helps assign necessary recruitment resources in partnership with the supervisor, academic services.

**What you will bring**:

- In-depth knowledge of high school, college, undergraduate and graduate academic programs, with at least five years’ experience in an academic setting
- Knowledge of administration usually acquired through postsecondary studies and several years’ experience in a similar role
- Experience in leading a team in a constantly changing environment
- Experience in providing customer service
- Experience in interpreting, communicating and implementing processes, policies, and procedures
- Ability to deal with conflicting priorities and to meet strict deadlines in a fast-paced work environment
- Ability to concentrate in an open, dynamic environment in which several interruptions can occur at any time
- Ability to manage multiple files with attention to detail
- Ability and willingness to take decisions that could affect students, employees or department members
- Demonstrated ability to show tact, diplomacy, discretion and good judgment
- Knowledge of the University’s administrative structures and processes (an asset)
- Experience in gathering and analyzing data and in writing administrative and statistical reports
- Experience in implementing strategies and activity plans for students
- Excellent communication skills to understand the needs of students and employees
- Strong organizational skills
- Strong analytical skills, excellent judgment and close attention to detail
- Bilingualism - French and English (spoken and written)

**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.
*

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