Intermediate 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:

Operations_School of Political Studies

Campus:

Social Sciences Building

Union Affiliation:

SSUO

Date Posted:

avril 08, 2024

Closing Date:

avril 19, 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 07

Salary Range:

$55 245,00 - $69 783,00

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.

Position purpose:

Under the supervision of the Associate-Supervisor, Operations, greets and informs students regarding graduate programs, regulations and procedures. Performs a variety academic and administrative activities in compliance with the regulations and procedures of the academic unit, the Faculty and the University. Provides a 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.

In this role, your main responsibilities will include:

• Reception services: Provides front line services to students, professors and external parties. Identifies students' needs in order to inform prospective students regarding programs of study and various university processes and services. Informs students and professors about academic and administrative procedures and regulations. Responsible for the unit'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 defense process for graduate students. Coordinates the creation of sponsored accounts for external examiners, communications with the thesis committee and the receipt of thesis evaluation reports. Organizes the thesis defense.

• Coordination of deferred examinations: Receives and processes all requests for deferred exams. Coordinates the deferred exam process.

• Faculty: 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.

What you will bring:

• 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 U