Follow us on LinkedIn

Job Type:

Employee

Duration in Months (for fixed-term jobs):

24

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service - Department:

Academic Services - Graduate Studies

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

septembre 19, 2024

Closing Date:

septembre 30, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week:

35

Salary Grade:

SSUO Grade 09

Salary Range:

$69 478,00 - $87 764,00

Job Description Summary
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.

The Faculty of Social Sciences is thrilled to announce the launch of its new Psychedelics and Consciousness Studies Program, the first of its kind. This new contractual position within the Faculty of Social Sciences will be mainly responsible for supporting this new program.

Position Purpose

Develops, administers, and evaluates projects for the Graduate Studies Office (GSO) at the Faculty of Social Sciences. Executes and monitors logistical activities related to the delivery of programs while developing and maintaining communication platforms and strategies.  Coordinates and performs tasks related to academic activities.

In this role, your responsibilities will include:

• Project Coordination: Performs a variety of operational functions related to the delivery of a program in the context of an academic environment. Coordinates multiple projects, including all operational activities around project delivery efficiently and within budget. Troubleshoots unanticipated complications within the scope of project execution and recommends creative solutions to ensure operational continuity. Evaluates and adjusts project activities based on feedback from participants and stakeholders. Maintains accurate records for key historical data, program metrics, and reporting to internal and external stakeholders.

• Communication:  Develops and coordinates project communication (Project scope, procedures, correspondence, status updates, training material, reports ect).  Ensures all communication materials are presented using language appropriate to the stakeholders. Participates in and shares with internal and external working groups to facilitate partnerships and collaboration in relation to ongoing projects.

• Change Management:  Demonstrate a positive attitude and an adaptable and collaborative style; take actions that respect the needs and contributions of others and work effectively in teams to accomplish organizational goals; embrace change and be open and flexible to new ideas and approaches. Prepares recommendations to the Academic Administrator and implements decided changes to projects. Facilitates required training for members of the project team/Faculty.  Provides a final report and recommendation to the Academic Administrator.

• Project Evaluation and Analysis: Analyze and evaluate projects (including but not limited to procedural reviews, IT needs  to determine and recommend if changes are warranted to increase efficiency and workflows. Under the direction of the Manager, Graduate Academic Administration, develops evaluation plans, data collection, analysis, and synthesis as well as report writing and knowledge dissemination.

• Academic Analysis: Anticipates, analyzes, and interprets student needs, determines the policies and procedures to be implemented, diagnoses and formulates recommendations to resolve student issues and ensures the implementation of recommendations. Solves complex problems and ensures the necessary follow-ups. Performs frontline/student facing duties as required to understand and appreciate the reality of students and their principal agents for the implementation service improvement projects. Reviews and refines processes to increase productivity and efficiency.

• Academic Advisement: Provides guidance to students and staff on academic processes and regulations related to academic files. Coordinates academic processes under the incumbent’s responsibility, such as student enrollment, admission, scholarships, research activities, student advisement and convocation.

What you will bring:

Essential Qualifications

• Knowledge of academic, administration & project management principles normally acquired through university studies or an equivalent combination of training, education and experience

• Minimum five years of demonstrated experience in a similar role

Other Qualifications

• Strong organizational skills and attention to detail in a fast-paced environment

• Demonstrated ability in all stages of project processes, including initiating, planning, executing and closure.

• Able to facilitate effective and diverse community consultations, programs, and initiatives

• Demonstrated ability to relate to and respect students and faculty with diverse backgrounds, experiences and identities in ways that build trust and confidence while meeting their unique needs

• Keen attention to discretion, confidentiality, and tact

• Experience interpreting, explaining and applying academic regulations and procedures

• Strong communication skills, including experience with web-design, social media and creating content required to reach different stakeholder audiences

• Experience in program evaluation and/or research with demonstrated skills in qualitative and quantitative data collection, analysis and knowledge dissemination

• Experience working in a postsecondary institution or other complex organization is an asset

• Experience in an advising role and in customer service in an academic setting

• Analytical skills to determine needs and provide advice and guidance.

• Collegial and a team player, able to work both independently and within a team.

• Organizational, interpersonal and communication skills, as well as good judgment, tact and diplomacy.

• Experience using computer systems (uoCampus, Talisma, Calculator, Document Manager, or similar systems) and applications and platforms such as Windows, word processing software, databases, spreadsheets, email and the Internet

• Ability to make and implement decisions quickly

• Bilingualism – 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 [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.