Lead Coordinator, Academic Administration

1 month ago

Ottawa, Canada University of Ottawa Full time

Job Type:
Employee

Duration in Months (for fixed-term jobs):
12

Job Family:
Academic Administration

of Open Positions:
1

Faculty/Service - Department:
Academic Support & Learning

Campus:
Main Campus

Union Affiliation:
SSUO

Date Posted:
November 30, 2023

Closing Date:
December 11, 2023

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:
$67,783.00 - $85,623.00

About Student Affairs:
There’s nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we’re sure that you’ll enjoy the experience as much as our students do.

Position purpose:
Coordinate front-line service processes and operational processes related to the planning and implementation of adaptive testing and services. Directly supervise test proctors, internal and external service providers (sign language interpreters, note takers, transcribers, etc.) and act as their primary point of contact. Find solutions to special requests, seize opportunities to review, develop and implement processes according to best practices. Communicate promptly, effectively and accurately and find solutions to the many problems presented in order to develop a rewarding academic experience.

In this role, your responsibilities will include:
Student academic progress and retention
- Provide front-line service to students: Act as a resource person for the community by providing information in person, in writing or by telephone on the various services offered, eligibility requirements, university life, student services, university regulations and other options for post-secondary studies, while ensuring the quality of the information provided, in both official languages.
- Assess needs and make recommendations: Anticipate, analyze and interpret student needs, determine policies and processes to be implemented, diagnose and make recommendations to address student issues, and ensure implementation of recommendations. Resolve complex problems and ensure the necessary follow-up.

Human resources management
- Supervision: Supervise work performed by employees and suppliers under his/her responsibility. Determine priorities, advise on the achievement of individual objectives, develop training plans (group and individual), motivate staff, provide coaching and feedback. Communicate management tools to enhance employee engagement within the sector in order to maximize productivity and minimize turnover.
- Staff training: Develop and deliver the content required for the training of employees under his/her responsibility. Ensure that they have the training and tools they need to carry out their responsibilities effectively and efficiently.

Operations management
- Course and exam management: Coordinate course and exam schedules with identified service providers for students with disabilities. Validate information and coordinate the human resources allocation process in line with student needs. Coordinate operational logistics and ensure that the necessary staffing levels are in place. Ensure that services rendered meet the needs identified by Learning Specialists.
- Electronic file management: Organize and maintain electronic files and records in accordance with internal processes and policies, and exercise ethical judgment when handling confidential information.
- Review work methods: Design and implement new or modify existing processes, procedures and work methods, and ensure team compliance in order to continuously improve activities to maximize productivity and efficiency. Review and fine-tune existing processes to increase team productivity and efficiency.
- Reporting and data management: Conduct analysis and research, compile data, statistics and other information to produce reports to support discussions, decision-making and special projects.
- Project Management: Plan and manage assigned projects. To this end, specify project scope, define project milestones, track all relevant progress, make adjustments during the course of projects, and ensure effective communication among stakeholders. Manage and monitor the execution of projects assigned to his/her team.

Communication and liaison
- Representation and information transfer: Participate in various committees and meetings related to operational processes or student services, and pass on information to the team. Work closely with departments, services and associations to ensure quality and relevance of services. Act as a consultant to faculties and university services.
- Documentation: In collaboration with various stakeholders, prepare and revise relevant information reflected on the web and in various publications. Prepare documentation related to academic accommodations to contribute to an enriching university experience. Write and update internal manuals on proced

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