Senior Officer, Academic Administration

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service - Department:

Academic Services, Undergraduate Studies

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2025/12/08

Applications must be received BEFORE (YYYY/MM/DD):

2025/12/19

Hours per week:

35

Salary Grade:

SSUO Grade 08

Salary Range:

$64, $81,935.00About the Faculty of Education

The Faculty of Education, along with its commitment to the promotion, advancement and dissemination of knowledge in the field of education in general, is actively involved in teacher training. Located on the unceded ancestral lands of Algonquin peoples, the Faculty of Education is proud to promote equity, diversity, and inclusion. Moreover, according to the latest QS ranking, our faculty is ranked among the top 100 in the world, and fifth in Canada, for research.

Position purpose:
Reporting to the Lead Coordinator, Academic Administration, the incumbent serves as a first point of contact for students by receiving, acknowledging, anticipating and responding to various student requests and by ensuring above average client service in order to attract, retain and maintain the student population rate in all programs of study. Execute administrative tasks, such as evaluating requests, making recommendations, approving certain requests and providing follow-ups with students, colleagues and other faculties. As an ambassador for the University and the Faculty, attend graduation ceremonies and various events to promote the University of Ottawa and the Faculty's services.

Please note that selected candidates will be contacted in January 2026.

In this role you will:

• Assess student needs: Evaluate student needs by analyzing, identifying, interpreting and translating student needs to determine which policies and procedures need to be activated. 

• Plan interventions: Support the planning process for student interventions by providing a diagnosis and recommendations to address student issues.

• Execute interventions: Assist to the implementation process by providing relevant information to inform the approach for each intervention. 

• Follow-ups: Perform follow-ups for student files to facilitate meeting administrative and academic timelines. 

• Direct students to the appropriate authority: Redirect students to the appropriate services to ensure they receive proper support to help them pursue their studies. 

• Admissions: Analyze student files with conditional acceptance and/or equivalences, so the Academic Development and Student Retention Specialist can follow up with these students.  Monitor these files to ensure that administrative and academic deadlines are respected.

• Modification to program of study: Serve as a first point of contact for students by receiving, acknowledging and taking action on student requests for modification to their selected program of study.

• Course selection and registration application process: Serve as a first point of contact for students by receiving and acknowledging student requests for course selection and registration. Determine the eligibility of the request. Based on eligibility, approve course selection for first year students and special students and perform the necessary steps to finalize requests.

• Academic performance: Evaluate files pertaining to academic performance and taking all necessary steps to populate relevant systems. 

• Retention: Identify students in difficulty and students who might potentially experience academic difficulties by analyzing academic performance and other relevant data (ex. absenteeism rates). Share information with colleagues to alert them of potential student intervention opportunities.

• Student mobility: Serve as a first point of contact for student by receiving and acknowledging student requests pertaining to student mobility (ex. permission letters, agreements, etc.). Determine the students' eligibility and coordinate the course selection to facilitate the transition to other programs and/or institutions.

• Graduation: Conduct a primary evaluation of files while respecting the policies and processes to identify and prepare files for graduation. Attend the graduation ceremony as an ambassador of the University.

What you will bring:

• Knowledge of administration 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
  Knowledge of and experience interpreting, communicating and applying procedures, policies and methods
  Experience researching and analyzing data as well as creating administrative and statistical reports
  Experience in problem solving and decision-making
  Experience providing client service
  Experience implementing strategies and activity plans for students
  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 and analytical skills, excellent judgment and attention to detail
  Listening skills and strong work ethics
  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.
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.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

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.

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