Senior Officer, Graduate Studies 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 - Graduate Studies

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

February 05, 2024

Closing Date:

February 16, 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 08

Salary Range:

$60,700.00 - $76,672.00

About the Faculty of Science:

Welcome to the Faculty of Science, a great place to learn, to explore, to question, to discover — opening your mind and pushing boundaries. It’s an exciting time to be part of a rewarding career in life sciences, natural sciences and mathematics. You will have access to world-class facilities, including our Science, Technology, Engineering and Mathematics (STEM) Complex, our extensive Biosciences Complex and our cutting-edge Advanced Research Complex, that are the envy of many universities. We have strong links with a multitude of government and private research centres, providing countless opportunities and experiences.

We have become a true centre of excellence, earning recognition across Canada and abroad for our prowess in teaching and in our laboratories, where our researchers are addressing some of the most important and relevant scientific questions of our time. Our past is a testimonial to our passion, so will be our future. Will you be part of it?

Position Purpose
Reporting to the Supervisor, Graduate Studies Administration, the incumbent coordinates and performs the main tasks related to academic activities for programs in accordance with the academic regulations of the Faculty and the University. Provides courteous, timely and accurate service that projects a positive image of the University of Ottawa to all clients and contributes to an enriched student experience.

In this role, your responsibilities will include:

• Oversee the admission process for programs under the incumbent’s responsibility. This includes developing, evaluating and providing front-line services and information for potential students in order to determine needs and advise them on program options, admission scholarships and admission requirements based on their previous education and career goals. 
• Calculate admission averages for Canadian and international students using University standards. Act as a resource person for files related to Canadian and international students, check university accreditations and authenticity of documents submitted for student applications and remove admission conditions at the appropriate time. Determine eligibility of applicants based on averages calculated and refuse applications that do not meet the minimum average requirements. 
• Provide advice to students on academic processes and regulations related to the academic requirements of their program in order to improve student retention and success and reduce time to completion. Coordinate academic processes under the incumbent’s responsibility, such as student registration, evaluation of CO-OP student files and academic performance, including checking student progress reports and prepared lists (registration in CTN activities, two failures, thesis supervisors, etc.).
• Approve final grades, coordinate course evaluations and manage deferred exams and exam accommodations. Provide input related to course offerings and assist with creating course and exam schedules. Update course and exam schedules in computer system.
• Coordinate the master’s and PhD thesis evaluation and defence processes. Carry out a preliminary review of the list of external examiners to ensure there is no conflict of interest and have the list of thesis examiners approved. Review student files to determine whether all requirements have been met; approve initial submission of theses and get the evaluation process under way. 

What you will bring:

• Thorough knowledge of postsecondary programs, academic regulations and university services, normally acquired through postsecondary training, or equivalent experience.
• Experience analyzing, managing and verifying academic records.
• Experience interpreting, explaining and applying academic regulations and procedures.
• Experience in an advising role and in customer service in an academic setting.
• Experience using computer systems (SIS/