Intermediate Officer, Academic Administration

**Job Type**:
Employee

**Duration in Months** **(for fixed-term jobs):
13

**Job Family**:
Academic Administration

**# of Open Positions**:
1

**Faculty/Service - Department**:
**Campus**:
Main Campus

**Union Affiliation**:
SSUO

**Date Posted**:
December 02, 2024

**Applications must be received **BEFORE**:
December 13, 2024

**Hours per week**:
35

**Salary Grade**:
SSUO Grade 07

**Salary Range**:
$56,626.00 - $71,528.00

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

- Organizes and coordinates the administrative and academic activities of the reception services. Greets and informs students while ensuring the quality of the information provided. Refers students to the right services by gathering, evaluating and transmitting relevant information.
- Supports the Vice-Dean of Graduate Studies and Manager in administrative tasks, such as organizing meetings, taking minutes, drafting confidential documents and organizing trips (recruitment fairs, conferences, etc.) for our staff.
- Supports academic processes by calculating admission averages and pre-analyzing files that will be reviewed by Senior Officers. Assists in the preparation of comprehensive exams and the thesis submission process.
- Prepares invoices and coordinates the reimbursement process. Responsible for the logistics, the hotel and the transportation of external evaluators as part of the doctoral thesis evaluation process.
- Support the logistics of events organized for graduate students and postdocs.

**What you will bring**:

- Knowledge of administrative or operational principles normally acquired through post-secondary studies or several years of experience in a similar role.
- Knowledge of academic programs, academic regulations, university services and the procedures pertaining to admissions, registration, program requirements, etc.
- Knowledge and experience in electronic file management.
- Experience analyzing academic files.
- Experience in customer service in an academic advisory support role.
- Experience in bilingual administrative writing.
- Demonstrated ability to relate to and respect students, faculty and staff with diverse backgrounds, experiences and identities in a way that builds trust while meeting their specific needs.
- Strong interpersonal, communication, teamwork and problem-solving skills.
- Organizational skills, ability to work under pressure and meet strict deadlines.
- Initiative, autonomy and excellent judgement.

**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.
**Teamwork and Cooperation**:Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

**Note: if this is a union position**:The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

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.