Senior Officer, Graduate Studies Administration

Follow us on Posting Reason:Replacement of a regular positionJob Type:EmployeeAnticipated Duration in Months (for contracts and temporary assignments):N/AJob Family:Academic Administration# of Open Positions:1Faculty/Service - Department:Academic Services - Graduate StudiesCampus:Main CampusUnion Affiliation:SSUODate Posted (YYYY/MM/DD):2026/01/29Applications must be received BEFORE (YYYY/MM/DD):2026/02/09Hours per week:35Salary Grade:SSUO Grade 08Salary Range:$64,865.00 - $81,935.00About 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. It’s 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 the Supervisor of Academic Administration, the incumbent coordinates and performs the main tasks related to academic activities for programs in accordance with the academic regulations of the Faculty of Science and the University. Provides courteous, timely and accurate service that projects a positive image of the University of Ottawa to all clients and contributes to an enriched student experience.In this role, your responsibilities will include:Admissions: Oversee the admission process for programs under the incumbent’s responsibility. This includes developing, evaluating and providing front-line services and information for potential students in order to determine needs and advise them on program options, admission scholarships and admission requirements based on their previous education and career goals. Analyze and prepare admission files according to University requirements and ensure all conditions are met. Check accuracy of student status lists and make any necessary corrections. Determine eligibility of applicants, prepare files for evaluation by admission committees and manage entry of evaluation committee recommendations. Calculate admission averages for Canadian and international students using University standards. Act as a resource person for files related to Canadian and international students, check university accreditations and authenticity of documents submitted for student applications and remove admission conditions at the appropriate time. Determine eligibility of applicants based on averages calculated and refuse applications that do not meet the minimum average requirements.Academic Advisement: Provide advice to students on academic processes and regulations related to the academic requirements of their program in order to improve student retention and success and reduce time to completion. Coordinate academic processes under the incumbent’s responsibility, such as student registration, evaluation of CO-OP student files and academic performance, including checking student progress reports and prepared lists (registration in CTN activities, two failures, thesis supervisors, etc.). Approve final grades, coordinate course evaluations and manage deferred exams and exam accommodations. Provide input related to course offerings and assist with creating course and exam schedules. Update course and exam schedules in computer system. Evaluate cases involving exceptions (such as requests for leave, deferrals and extensions; letters of permission; late registrations; changes to programs and options) related to the academic progress of graduate students. Carry out a preliminary analysis of requests for exceptions that require the approval of the supervisor of academic services as required by University policies in order to propose solutions and follow up as required.Thesis and Graduation: Coordinate the master’s and PhD thesis evaluation and defense processes. Carry out a preliminary review of the list of external examiners to ensure there is no conflict of interest and have the list of thesis examiners approved. Review student files to determine whether all requirements have been met; approve initial submission of theses and get the evaluation process under way. Communicate with the thesis committee and ensure the thesis examiners’ reports are received by the deadline. Recommend a jury chair for thesis defenses. Set a date for the thesis defense according to availability of the jury members.Grants and Scholarships: Coordinate the internal and external scholarship evaluation processes and provide academic units with assistance in interpreting academic regulations. Evaluate and prepare files for external scholarships according the requirements of the funding organization or agency and prepare files for review by the scholarship committee. Calculate averages as required by the granting agencies. Provide applicants with information on criteria for admission scholarships, scholarships and bursaries offered by the Faculty and grants offered by funding agencies (OGS, SSHRC, CIHR, NSERC). Together with the chairs of graduate studies, organize information sessions for students about the various scholarships and other funding available.What you will bring:Thorough knowledge of postsecondary programs, academic regulations and university services, normally acquired through postsecondary training, or equivalent experienceExperience analyzing, managing and verifying academic recordsExperience interpreting, explaining and applying academic regulations and proceduresExperience in an advising role and in customer service in an academic settingExperience using computer systems (SIS/uoCampus, Talisma, Calculator, Document Manager, or similar systems) and applications and platforms such as Windows, word processing software, databases, spreadsheets, email and the InternetExperience in administrative writing in both official languagesStrong skills in interpersonal communication, teamwork and problem solvingExperience working under pressure and prioritizing work to meet firm deadlinesBilingualism – French and English (spoken and written)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.