Supervisor, Academic Administration

Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service - Department:

Undergraduate Studies

Campus:

Social Sciences Building

Union Affiliation:

SSUO

Date Posted:

juillet 31, 2025

Applications must be received BEFORE:

août 11, 2025

Hours per week:

35

Salary Grade:

SSUO Grade 11

Salary Range:

$90 987,00 - $114 932,00

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 Manager of the Undergraduate Studies Administration, supervises, coordinates and plans all activities related to student services and academic operations while ensuring the efficient operations of the Undergraduate Office. Develops, plans and implements strategies to ensure student-friendly processes and activities. Ensure quality front-line service to provide a superior student experience for our clientele. Act as an expert consultant on issues relating to uOcampus, Talisma, QLess, Xtender and other IT tools.

In this role, your main responsibilities will include:

• Acts as an expert and provides guidance in the interpretation and application of university regulations and programs as well as the development of strategies, procedures and internal processes that maximize the effectiveness and efficiency of the office for all employees under their supervision.

• Act as an expert and provides advice on procedures and processes related to academic progression and the implementation of mechanisms to ensure the quality of services and the satisfaction of the Faculty's students.

• Implements the standardized processes required for updating admission files and equivalencies; curriculum changes, course selections, enrolment limits; course and exam scheduling, exam conflicts; final grade entry; exchange programs; teaching and course evaluation; list corrections and production of statistics required to properly plan course offerings and enrollments, etc.

• Prepares reports of varying complexity at the request of the Manager of the Undergraduate Studies Administration and/or the Dean's Office to assist in planning and decision-making; compiles, analyzes and summarizes requested data.

• Hires and supervises employees under their responsibility in accordance with university policies: performance management, resource planning, setting team objectives and establishing development and training plans. Ensures that team members are held accountable for the performance of their duties, with the aim of achieving and maintaining high quality standards for the work produced by the office.

What you will bring:

• Bachelor's degree in a related field or equivalent combination of education and professional experience.

• Five (5) years of relevant experience in a similar position.

• Three (3) years of supervisory experience.

• In-depth knowledge of academic programs at the high school, college and undergraduate levels (structures, curriculum, regulations).

• In-depth knowledge of faculty and university regulations.

• Experience in project management and priority management.

• Experience in analyzing academic files and in interpreting, communicating and applying university regulations and procedures.

• Experience in problem solving.

• Experience in research, analysis and production of statistical data and reports.

• Experience in human resources, team and conflict management.

• Experience in customer service in an academic advisory role.

• Ability to work under pressure and organize teamwork according to strict deadlines (strong organizational skills).

• Very strong skills in the use of the University's computerized systems and the software required to perform duties.

• Rigorous reasoning and critical analysis skills.

• Leadership and excellent interpersonal skills.

• Ability to work flexible hours (evenings and weekends) during peak periods.

• Bilingualism (French and English) - oral and written expression.

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.