Graduate Studies Administration Lead

uottawa; Ottawa; On-site; CAD 96,000 - 121,000; Full time

Job summary

University of Ottawa seeks a 35-hour-per-week specialist in Graduate Studies Administration to oversee front-line services handling recruitment to graduation, admissions, and scheduling. You will monitor academic processes, ensure regulatory integrity, and drive improvements in staff performance and service quality.

You will collaborate with undergraduate and graduate units in a bilingual environment, leveraging uOttawa systems to manage complex cases and ensure timely outcomes for students,

Qualifications

• Knowledge of management principles normally acquired through university education, or equivalent experience.
• Knowledge of graduate programs and Faculty and University regulations.
• Experience managing academic operations (registration, admissions, scholarships, etc.).
• Experience analyzing academic records, interpreting and applying regulations and procedures and developing and implementing administrative policies and procedures.
• Experience in human resource management.
• Experience in project management.
• Practical experience with university systems (uoCampus, Xtender, Calculator, Talisma) and applications such as Windows, word processing software, spreadsheets, databases, email and the Internet.
• Customer service experience in academic advising.
• Interpersonal communication and problem-solving skills.
• Strong organizational skills; ability to work under pressure, in a team and meet firm deadlines.
• Bilingualism - French and English (spoken and written).

Responsibilities

• Evaluate the operational impact of changes to administrative procedures, academic regulations and academic programs on the Graduate Studies Office and academic units.
• Provide recommendations on changes needed to improve the quality and effectiveness of academic services to the academic administrator.
• Oversee academic processes, from recruitment to graduation, in order to meet and maintain Faculty objectives related to admission, student retention and time to graduation while targeting high-quality candidates.
• Ensure the integrity of academic processes.
• Manage the Faculty's operational processes related to academic progress, e.g. evaluation of master's and PhD theses, course and exam schedules, registration, course evaluations, graduation and assessment of academic performance (progress reports).
• Approve special requests governed by academic regulations or involving situations ranging from admission to graduation (deferred marks, program changes, changes to student status, late registration, etc.).
• Forward all complex cases involving exceptions to the administrator or vice-dean.

Skills

Customer service

Interpersonal communication

Teamwork

Organizational skills

Problem solving

Education

University education or equivalent experience

Tools

uoCampus

Xtender

Talisma

Windows and Office

Job description

University of Ottawa seeks a 35-hour-per-week specialist in Graduate Studies Administration to oversee front-line services handling recruitment to graduation, admissions, and scheduling. You will monitor academic processes, ensure regulatory integrity, and drive improvements in staff performance and service quality.

You will collaborate with undergraduate and graduate units in a bilingual environment, leveraging uOttawa systems to manage complex cases and ensure timely outcomes for students,