Intermediate Officer, Academic Administration, Ahuntsic North

Faculty of Social Sciences The Faculty of Social Sciences (FSS) comprises nine departments, schools and institutes, offering undergraduate, masters and doctoral programs in both English and French. With its 10,000 students, 260 full‑time professors and a wide array of programs and research centres, the Faculty plays a key role at the heart of the University of Ottawa. Graduate students are supervised by excellent researchers and undertake cutting‑edge research in the Faculty’s masters and Ph.D. programs. The Faculty’sabout 100 administrative employees provide a collaborative working environment that inspires new ideas, encourages creative ingenuity, and promotes excellence.

Position purpose Greets and informs students regarding graduate programs, regulations and procedures. Performs a range of academic and administrative activities in compliance with the regulations and procedures of the academic unit, the Faculty and the University. Provides courteous and prompt service that promotes a positive image of the University of Ottawa to internal and external clients, thereby contributing to the university experience. This position may be assigned to different units to help fill temporary vacancies.

Responsibilities

Reception services:

Provides front‑line services to students, professors and external parties. Identifies students’ needs to inform prospective students about programs of study and various university processes and services. Informs students and professors about academic and administrative procedures and regulations. Manages theunit’s generic email box and Talisma account.

Academic progression:

Analyzes academic records, service requests, course selection changes and cancellations. Enrolls graduate students, if needed. Informs students about the comprehensive examination process, thesis project, dissertations, theses and other service requests. Verifies the entry of final course grades and approves them, coordinates teaching and course evaluations, special bookings and, if necessary, schedule modifications.

Theses:

Informs students regarding the procedures and regulations for submitting their thesis for evaluation. Coordinates the evaluation and defence process for graduate students. Coordinates the creation of sponsored accounts for external examiners, communicates with the thesis committee and receives thesis evaluation reports. Organises the thesis defence.

Coordination of deferred examinations:

Receives and processes all requests for deferred exams. Coordinates the deferred exam process.

HR operations:

Participates in the recruitment and staffing process of regular and part‑time faculty members in accordance with the provisions of the APUO and APTPUO collective agreements. Prepares postings, offers and contracts for part‑time professors.

Management of teaching assistantship and obligations:

Participates in the recruitment and staffing process for assistantships by preparing postings, offers and contracts in accordance with the provisions of the collective agreement SCFP.

Financial resources:

Prepares reimbursement requests, invoice payment requests, and places supply orders.

Unit outreach:

Provides support for the preparation of activities such as conferences and seminars, by ensuring the necessary logistics. Updates the unit’s website in compliance with accessibility standards.

Qualifications

Knowledge of administration normally acquired through post‑secondary studies or equivalent experience.

Minimum of two (2) years of demonstrated experience in a similar role.

Experience in frontline client services.

Knowledge of University structure and regulations.

Experience in the interpretation, explanation and application of regulations and procedures.

Experience analyzing files and procedures.

Experience using computerized systems: word processing, database, spreadsheet, e‑mail, Internet, web content management as well as academic and financial systems.

Ability to produce high‑quality work and meet tight deadlines.

Experience in bilingual administrative writing.

Experience working under pressure and organising work.

Strong interpersonal and communication skills.

Bilingualism French and English (spoken and written); 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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