Advisor, Academic Administration

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Position purpose:
Reporting to the Senior Advisor, the incumbent deals closely with different types of clienteles to provide business expertise and support in the implementation and application of solutions including, but not limited to, the Student Information System (SIS) and operational needs of the faculty. Coordinate and plan activities related to academic operations. Develop, plan, and carry out the strategies necessary to ensure processes and activities that are adapted to operational needs.

In this role, your responsibilities will include:

• Operational Services: Works within a team to ensure the delivery of essential academic support services, and acts as an expert to resolve complex support requests from clients across the faculty. Implements operational processes and prioritizes requests to provide quality client services according to established operational and customer services norms. Monitors quality and integrity of data, to ensure operational processes and services are functioning normally. Intervenes quickly to correct data and ensures appropriate communications and follow-ups with parties involved.

• Business Analysis: Proactively contributes to the evaluation of clients’ business and operational requirements, both explicit and implicit. Investigates and proposes improvements to procedures and the development and implementation of new solutions as deemed necessary. Writes business cases, communicates and validates with IT owners within the faculty or the institution, managers and other stakeholders in order to maximize the fit and effectiveness of proposed solutions while minimizing the impact of obstacles.

• Process Analysis and Design: Document activities, analyse results, provide statistics and prepare reports for different processes keeping in mind impacts on the faculty, the schools, students, regulations, and processes.

• Service excellence: Provide thorough, clear communications and quality follow-ups in all aspects and dimensions of work. Support students, colleagues, and business partners by demonstrating competence, professionalism, a positive attitude, and remaining solution oriented.

What you will bring:

• University Degree in Commerce, Administration, Computer Science, Information Technology, Management Information Systems (MIS), a related field, or/and an equivalent combination of education and experience.

• A minimum of 3 years’ experience 

• Knowledge of the structure of the programs, the courses offered and the stakes of university programs. 

• Experience in the use of information management systems, particularly with the student information system, and databases. 

• Knowledge of University’s business rules and processes

• Knowledge of project management methods and practices

• Strong capacity for critical analysis and problem solving.

• Strong attention to detail for working closely within systems and across different environments

• Ability to adapt to changing requirements and processes, challenge ideas, and accept new methods and procedures.

• Strong organizational skills, to work under pressure, in a team and to meet strict deadlines.

• Ability to negotiate with higher authorities while demonstrating diplomacy.

• This position may require the incumbent to work outside of regular office hours and on weekends.

• Bilingualism - French and English (written and spoken)

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 hrtalentmanagement@uottawa.ca 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.