Associate-Supervisor, Operations - Ottawa, Canada - University of Ottawa

    University of Ottawa
    University of Ottawa Ottawa, Canada

    Found in: Talent CA C2 - 2 weeks ago

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    Full time
    Description

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    Job Type:

    Employee

    Duration in Months (for fixed-term jobs):

    12

    Job Family:

    Business Operations

    # of Open Positions:

    1

    Faculty/Service - Department:

    Department of Criminology

    Campus:

    Social Sciences Building

    Union Affiliation:

    SSUO

    Date Posted:

    avril 15, 2024

    Closing Date:

    avril 26, 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 10

    Salary Range:

    $75 743,00 - $95 678,00About the faculty/service: 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 supervisor of the Director, provides leadership by managing the academic and administrative activities of the academic unit. Advises and guides graduate students to ensure an outstanding student experience. Coordinates the administrative activities such as managing financial, human and physical resources to ensure the effective and efficient operations of the unit.

    In this role, your main responsibilities will include:

  • Academic advising and progression: Advises graduate students regarding course selection, academic regulations, admission process, and any other aspects related to their program's academic requirements. Responsible for the enrollment process of the unit's graduate programs. Approves course selections and modifications.
  • Graduate admissions: Coordinates the unit's graduate admissions process. Develops, evaluates and provides intake and information services for potential applicants.
  • Theses: Monitors the submission and evaluation process for Master's and doctoral theses. Advises and informs students of subsequent procedures. Supports the unit in coordinating the process from the thesis submission to the defense.
  • Course offerings and timetable: Supports the unit's Director in preparing course offerings. Leads the process and establishes course and exam schedules in collaboration with the Director, the Vice-Dean of Undergraduate Studies and professors. Prepares faculty workloads in accordance with the APUO collective agreement and university and faculty policies and procedures. Coordinates the implementation of new programs and program modifications.
  • Management of faculty unionized processes: Coordinates recruitment and staffing processes for regular, contract and part-time faculty in accordance with the provisions of collective agreements and in collaboration with the Dean's Office. Acts as a resource person for their unit for matters relating to the APTPUO collective agreement. Responsible for the hiring procedures of part-time professors.
  • Management of assistantships and obligations: Responsible for the recruitment and staffing of assistantships by assigning teaching assistantships and marker hours, in conjunction with the Director and in accordance with the CUPE collective agreement. Acts as a resource person for their unit pertaining to the collective agreement and ensures that CUPE and scholarship financial obligations are met.
  • Financial resource management: Plans, manages and revises the operational budget. Administers funds associated with activities such as conferences, meetings or receptions. Compiles expenses incurred by professors and verify that the allocated budget is respected. Coordinates decentralized purchases and verify all reimbursements and invoices. Verifies the salaries of part-time professors and assistants and collaborates with payroll to make necessary corrections. Coordinates internal and faculty scholarship processes.
  • Unit outreach: Organizes and promotes welcome activities, conferences, information sessions, study days, orientation sessions and receptions. Contributes to the update of all promotional publications and ensures website updates in compliance with accessibility standards.
  • Staff supervision: Participates in the staffing process of administrative staff under their supervision. Responsible for the training, supervision, goal setting, and performance evaluation of employees.
  • Resource-person: Acts as a resource-person for the unit pertaining to administrative and academic matters. Coordinates and participates in meetings and take minutes to support the Director.

    • What you will bring:

  • Post-secondary education in a relevant discipline, or equivalent combination of education and work experience.
  • At least five (5) years of demonstrated experience in a similar role.
  • Knowledge of postsecondary academic processes.
  • Knowledge and experience in the application and interpretation of regulations, policies and collective agreements.
  • Customer service experience in an academic support role to advise and guide students.
  • Experience in problem analysis and resolution.
  • Experience in managing financial, material and physical resources.
  • Knowledge and experience of employee supervision principles.
  • Experience in the use of various software programs such as: word processing, spreadsheets, database, e-mail, Internet as well as school and financial system software.
  • Experience in administrative writing in both official languages.
  • Excellent communication, interpersonal and public relations skills.
  • Organizational skills, ability to work under pressure, as part of a team and to meet strict deadlines.
  • Initiative, autonomy and judgment.
  • Bilingualism - French and English (oral 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.