Senior Coordinator, Academic Administration - Ottawa, Canada - University of Ottawa

    University of Ottawa
    University of Ottawa Ottawa, Canada

    2 weeks ago

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    Full time
    Description

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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:

    Dean's Office

    Campus:

    200 Lees - FHS

    Union Affiliation:

    SSUO

    Date Posted:

    avril 29, 2024

    Closing Date:

    mai 10, 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 - $76 672,00About the Faculty of Health Sciences About Sciences
    Make your mark with the Faculty of Health Sciences Health matters to everyone and we are committed to becoming a nationally and internationally recognized leader in innovative approaches to active living, health promotion, and quality health services.
    Our success lies in our students and our people. Join us and every day you will have the opportunity to make a meaningful impact as we grow together and make a great faculty even better.

    Position purpose:

    Under the supervision of the Manager of the Dean's Office, coordinates processes related to graduate studies, including thesis defense, management of scholarship commitment and CUPE obligations of the Faculty of Health Sciences, administration of internal and external faculty scholarships for 1st, 2nd, and 3rd cycle students. Acts as expert advisor to administrative assistants in the schools for all processes related to graduate studies.

    In this role, your responsibilities will include:

    Thesis defense process

  • Coordinates and ensures the smooth running of the thesis defense process for master's and doctoral programs in collaboration with academic units in order to comply with university regulations and procedures.
  • Reviews faculty procedures and processes for thesis defense and proposes concrete actions to address identified issues (e.g. late graduation, difficulty identifying a thesis supervisor, etc.) in order to standardize practices and ensure effective follow-up of student files with the Vice-Dean of Studies.
  • Develops and implements tools and reports to produce statistics on graduate student trajectories (e.g., number of years at master's or doctoral level, number of students per professor, etc.) to maximize admission capacity and the efficiency of graduation trajectories.

    • Scholarship commitments and the Faculty's CUPE obligations

  • Manages the procedures for allocating teaching and research assistantships (internal operational funds) at faculty level, working in conjunction with the academic units and the Faculty's finance sector to ensure compliance with the regulations and procedures in place and the applicable collective agreement (e.g. CUPE).
  • Acts as a liaison between academic units, the Office of Academic Relations and the HR Manager for any complaint or grievance arising from a teaching assistant contract to facilitate the preparation of documents in cases that may become more contentious.

    • Faculty internal and external scholarships

  • Manages the efficient awarding of internal and external scholarships according to the Faculty's financial and operational approach.
  • Acts as an expert advisor in connection with the various scholarships available to students of the faculty. Understand the terms of reference to answer questions from students or professors. Advises and guides students on scholarship requirements.
  • Examines and manages applications for internal scholarships. Analyzes files and determines candidate eligibility. Prepares a summary report and makes recommendations to the Faculty Bursary Committee. Coordinates meetings with the Scholarship Committee and forwards results to the Financial Aid Office.

    • What you will bring:

  • Post-secondary education in administration or related discipline, or equivalent combination of education and work experience.
  • At least three (3) years of demonstrated experience in a similar role.
  • Thorough knowledge of postsecondary programs, academic regulations and university services normally acquired through postsecondary training, or equivalent experience.
  • Experience analyzing, managing and verifying student records.
  • In-depth knowledge of university policies and faculty procedures related to graduate studies.
  • Ability to work well under pressure and organize work to meet firm deadlines; strong organizational skills.
  • Experience analyzing files and in interpreting, communicating and applying university policies and procedures.
  • Experience collecting and analyzing data for statistical reports.
  • Experience communicating and writing administrative documents in both official languages
  • Advanced knowledge of the required computer systems and software (Windows, student information system, calculator, document manager, word processing applications, databases, spreadsheets, email, the Internet, etc.); knowledge of uoCampus and Workday considered an asset Strong interpersonal and problem-solving skills.
  • Ability to exercise high degree of discretion.
  • Bilingualism – French and English (spoken and written).

    • 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.