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Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Admissions

# of Open Positions:

2

Faculty/Service - Department:

InfoService

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

November 28, 2024

Applications must be received BEFORE:

December 09, 2024

Hours per week:

35

Salary Grade:

SSUO Grade 08

Salary Range:

$62,218.00 - $78,589.00

About Student Affairs :

Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enrol for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events and varsity sports activities, we run an innovative career development and experiential learning program and much more!

There’s nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we’re sure that you’ll enjoy the experience as much as our students do.

THIS JOB POSTING IS TO FILL 3 POSITIONS

Position purpose:

Plan, coordinate, and control the Program Change cycles for all undergraduate programs, ensuring accurate interpretation and application of practices, processes, and policies.  Aim to enhance the effectiveness and efficiency of the process.  Resource person for questions related to the Program Change process and decision-making. 

In this role, your responsibilities will include:

• Analyze Program Change requests for undergraduate programs offered in a direct-entry faculty by evaluating admission requirements, academic performance, prerequisites, and other eligibility criteria, for various candidate types. Make decisions to admit, defer, or refuse applications based on established criteria.  

• Develop and implement procedures and tools to streamline the Program Change process.  Write and update procedure manuals for internal use. Exercise strict control over admission quotas and monitor relevant statistics closely.

• Prepare and revise the information relevant to the Program Change process on the web.  Update documentation related to Program Change application forms and automated communications to enhance university experience. 

• Configure the Program Change request platform and oversee data integrity to ensure accurate and reliable information.

• Act as a resource person for services and faculties regarding all questions pertaining to program changes, offering guidance and support as needed.

• Train and serve as an operational resource to faculties, services, and team members as needed.  May supervise first line employees or onboard new staff and assist in onboarding new staff, ensuring smooth integration and effective team support.

• Guide and advise students on alternative academic pathways if they are denied admissions to their preferred program, including recommending suitable options and providing support throughout the process. 

• Promote awareness within the University of Ottawa community regarding the impact of withdrawal from studies, program changes, upgrading criteria, and other matters related to student admissibility.

• Carry out Senior Officer tasks during peak periods ensuring that all responsibilities and accountabilities of the Senior Officer are fulfilled during these times.

• Collaborate on various projects identified by the Office of the Registrar. Assist in creating project plans, defining projects goals, objectives, deliverables, and timelines.   Collaborate with the project team on testing and implementation to ensure successful project outcomes.

• Conduct workshops and/or presentations on Program Change processes, program requirements and procedural issues targeted at students and faculty members.

What you will bring:

• University degree in administration or a related discipline, or an equivalent combination of education and work experience

• Minimum 3 years of demonstrated experience in a similar role.

• Bilingualism - French and English (spoken and written)

• Strong counselling, influencing and consultative skills, including the ability to listen, ask questions, summarize, and translate information to make effective decisions and resolve problems.

• Demonstrated advanced understanding of post-secondary programs, university services and institutional structure, and advanced proficiency in navigating complex information systems and procedures.

• Exceptional customer service to deliver outstanding customer service to a diverse and challenging clientele, demonstrating empathy while maintaining decisiveness. 

• Ability to work independently, under pressure with strict deadlines, to handle highly sensitive and confidential material and remain focused in a high-volume, high-stress environment; coordinate a multitude of priorities and tasks.

• Proven ability to make informed decisions in an environment characterized by extensive and complex information, ensuring that decisions are well founded and aligned with institutional goals.

• Solid computer competency and experience with applications such as the Microsoft Office Suite including intermediate/advanced knowledge of Excel and the ability to keep up with and adapt to changing technology; •

• Excellent ability to perform mathematical calculations and validations.

• Experience in academic record analysis, management, and control.

• Effective interpersonal and communication skills and ability to collaborate effectively within a team environment.  

• Experience in administrative writing in both official languages.

• Ability to work evenings and weekends as required.

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 [email protected] 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.