Intermediate Coordinator, Academic Administration

**Job Type**:
Employee

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

**Job Family**:
Academic Administration

**# of Open Positions**:
2

**Faculty/Service - Department**:
Academic Development and Operations

**Campus**:
Main Campus

**Union Affiliation**:
SSUO

**Date Posted**:
May 22, 2025

**Applications must be received**BEFORE**:
June 02, 2025

**Hours per week**:
35

**Salary Grade**:
SSUO Grade 07

**Salary Range**:
$59,038.00 - $74,574.00

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**:
Provide support by coordinating and executing various academic and administrative activities related to numerous requests, course scheduling, exam management, follow-ups, and information gathering to ensure an exceptional student experience is delivered. Execute administrative tasks, such as teaching evaluation requests, providing answers to general and recurrent questions from students, colleagues and other faculties. Assess requests and redirect them to appropriate resources when required. Organize and maintain the student electronic files. Keep them up-to-date and maintain the integrity of the information management system.

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

- ** Assess student needs**: Assist with the student needs evaluation process by contributing to the analysis, identification and interpretation of procedures and policies. Translate and transmit the student needs to the direction of the Undergraduate Studies Office for improvement purposes of given policies and procedures. Ensure direct operation of student files in various cases (course registration, letter of permission, etc.)
- ** Follow-ups**: Systematize approach to provide efficient follow-ups within strict timelines with the scope to assist the Senior Officers of Academic Development and Operations and the Academic Development and Student Retention Specialist.
- ** Admissions**: Assist in the evaluation of student files with conditional acceptance and/or equivalences by analyzing and synthetizing files, documents and equivalences.
- ** Exam Management**: Participate to the scheduling of exams and manage the possible exam conflicts with the students involved. Take the necessary precautions to ensure that exam content remains confidential, preparing exams and reconciling the administration of the exams process (e.g. monitoring of exams).
- ** Student retention**: Identify students in difficulty and students who are at risk of experiencing academic difficulties by reviewing and analyzing academic performance factors, such as transcripts and other relevant documents and make recommendations to colleagues.
- ** Course scheduling and electronic file management**: This position involves developing and maintaining course schedules by gathering and validating information from multiple departments, ensuring their availability on SIS, and making necessary adjustments and recommendations based on requirements such as enrolment limits. It also includes organizing and maintaining electronic records in line with internal policies, ensuring proper digitalization, indexing, and appropriate document classification or destruction.

**Essential qualifications**:

- Knowledge of administration and/or business principles usually acquired through postsecondary studies and several years of experience in a similar role.
- Knowledge of academic programs at the high school, college, undergraduate and postgraduate levels Officer of Academic Development and Operations
- Experience researching and analyzing data as well as creating administrative and statistical reports
- Knowledge of and experience in electronic file management
- Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access), word processing, Windows and Internet
- Capacity to deal with conflicting priorities and respect strict deadlines in a fast paced environment
- Organizational skills, excellent judgment and attention to detail
- Bilingual - 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.
**Initiati