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 Development and Operations

**Campus**:
Main Campus

**Union Affiliation**:
SSUO

**Date Posted**:
septembre 23, 2024

**Closing Date**:
octobre 04, 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 Social Sciences
The FSS comprises nine departments, schools and institutes, which offer undergraduate, masters and doctoral programs in both English and French. With its 10,000 students, 260 full-time 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 cutting-edge research in the Faculty's 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**

Coordinates front-line services and academic processes for the Office of Undergraduate Studies. Serves as primary point of contact for Senior Officers and Work-study students. Finds solutions to special cases, seizes opportunities to review, develop and implement processes according to best practices to ensure efficient operations while maintaining harmony and a team atmosphere.

**In this role, your responsabilities will include**:
**Student progress and retention**
- ** Assesses needs and makes recommendations**: Anticipates, analyzes and interprets student needs, determines policies and processes to be implemented. Diagnoses and makes recommendations to address student issues and ensures that recommendations are implemented. Resolves complex issues and ensures necessary follow-up.
- ** Provide front-line service to students**: Works to understand the reality of students and the Senior Officers in order to implement service improvement projects. Review and refine processes to increase productivity and efficiency.

**Operations management**
- ** Review work methods**: In consultation with the Supervisor, Academic Administration, designs and implements new or modify existing processes, procedures and work methods, and ensures team compliance in order to continuously improve activities to maximize productivity and efficiency.
- ** Process planning**: In collaboration with the Supervisor, Academic Administration, evaluates and proposes policies and processes to be implemented, as well as a calendar of operations. Determines resources required to meet deadlines. Plans, develops and implements work methods and tools to improve service performance and quality.
- ** Course and exam management**: Validates and updates course sequences. Responsible for waiting lists. In consultation with the Supervisor, Academic Administration, reconcile enrolment limits. Check registration lists. Responsible for updating grades.

**Supervision**:Supervises and acts as resource person for the Senior Officers. Is responsible for the recruitment and staffing process, as well as the supervision of student personnel. Determines priorities, motivates staff and provides feedback to ensure quality of service.

**Communication and liaison**
- In the absence of the Supervisor, Academic Administration, participates in various committees and meetings related to operational processes or student services and pass on information to the team. Acts as a representative of the Faculty and the University of Ottawa at various events including evenings and weekends as required.
- Promotes the University of Ottawa and its programs and services at recruitment fairs and events, including evenings and weekends. Contributes to the allocation of recruitment resources in collaboration with the Supervisor, Academic Administration.

**What you will bring**:

- Administrative knowledge normally acquired through post-secondary training and several years of experience in a similar role.
- In-depth knowledge of high school, college and undergraduate curricula. Minimum of 3 years experience in a university school environment.
- Experience in supervising and organizing work in a changing environment.
- Experience in providing customer service.
- Experience interpreting, communicating and implementing procedures, policies and methods.
- Ability to deal with conflicting priorities and meet tight deadlines in a fast-paced work environment.
- Ability to manage multiple files with attention to detail.
- Ability to make decisions that may have an impact on students or unit employees.
- Ability to exercise tact, diplomacy, discretion and judgment.
- Bilingualism - French and English (oral and written

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