Lead Coordinator, Academic Affairs

University of Ottawa; Ottawa; On-site; CAD 76,000 - 96,000; Full time

Job summary

University of Ottawa is seeking a seasoned administrator to support the Student Enrolment Management sector. The role focuses on planning, coordinating, implementing, and monitoring projects, ensuring alignment with governance and approval processes.

You will prepare analyses and communications to support decisions and drive process improvements. The position provides clerical and administrative support to managers, serves as a professional first point of contact, and requires strong

Qualifications

• Seven (7) years of relevant experience coordinating projects, institutional initiatives, or complex operations involving multiple stakeholders, governance processes, and tight deadlines.
• Bilingualism in French and English, both spoken and written.
• Experience planning, coordinating, implementing, and monitoring projects, including managing timelines, risks, decisions, and deliverables.

Responsibilities

• Contribute to Operations, Projects, and Institutional Initiatives by planning, coordinating, implementing, and monitoring projects within Student Enrolment Management.
• Coordinate meetings, consultations, events, and activities; engage stakeholders; prepare tools and information; ensure effective communication and follow-up on decisions.

Skills

Bilingual French and English

Project coordination

Governance and committee work

Education

Postsecondary education in administration

Postsecondary education in project management

Tools

Microsoft Office

Project management tools

Job description

Faculty/Service - Department:

Student Affairs, Registrar

Posting Reason:

New Position

Job Type:

Employee

Anticipated Duration in Months

N/A

Job Family:

Business Operations

# of Open Positions:

1

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2026/11/02

Applications must be received BEFORE (YYYY/MM/DD):

2026/11/13

Hours per week:

35

Salary Grade:

SSUO Grade 09

Salary Range:

$76,104.00 - $96,135.00

About Student Affairs:

Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enrol for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events, we provide extensive recreation program opportunities and varsity sports activities, we run an innovative career development and experiential learning program and much more! There's nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we're sure that you'll enjoy the experience as much as our students do.

Position purpose:

Contribute to the achievement of the priorities of the Student Enrolment Management sector by actively participating in the planning, coordination, implementation, and monitoring of projects, institutional initiatives, and academic operations. Ensure that initiatives are planned and carried out in accordance with governance levels, approval processes, and committee roles and timelines, and provide the necessary follow-up.

Prepare analyses, reports, documentation, and communications to support decision-making, monitor decisions and deliverables, and contribute to the continuous improvement of processes.

Provide effective clerical and administrative support to managers and serve as the sector's first point of contact, representing the sector with professionalism and courtesy at all times.

In this role, your responsibilities will include:

• Contribution to Operations, Projects, and Institutional Initiatives: Participate in the planning, coordination, implementation, and monitoring of projects within the Student Enrolment Management sector, in collaboration with relevant stakeholders. Examples include coordinating the faculty component of convocation ceremonies and contributing to the annual review of administrative, supplementary, and incidental fees.
• Coordination of Activities and Stakeholders: Coordinate meetings, consultations, events, and activities required to carry out assigned projects and operations. Engage relevant sectors, clarify expected contributions, prepare working tools and relevant information, and ensure effective communication and follow-up on decisions made.
• Monitoring of Projects, Decisions, and Deliverables: Establish and maintain tracking mechanisms to monitor the progress of projects, operations, and priority files. Follow up on decisions, risks, action items, timelines, and deliverables; send reminders to stakeholders as needed; identify deviations; and contribute to the implementation of corrective measures.
• Research, Analysis, and Reporting: Conduct research, compile data, analyze information, and prepare reports to support planning, decision-making, management discussions, special projects, and activities within the Student Enrolment Management sector. Conduct research in student records to address situations ranging from routine cases to highly complex matters. Present information clearly and systematically to facilitate the monitoring of priorities and implementation of initiatives.
• Procedure Documentation, Governance, and Process Improvement: Draft, update, and organize internal documentation related to procedures, processes, systems, and tools associated with the position's responsibilities.

Understand the various levels of governance, as well as the roles and timelines of different committees, to ensure that all initiatives are planned and carried out in accordance with the University's approval processes and governance procedures. Contribute to the continuous improvement of administrative practices by documenting steps, follow-up actions, and lessons learned from assigned projects and initiatives.

• Clerical and Administrative Support to Managers: Provide clerical and administrative support to managers within the Student Enrolment Management sector, including scheduling and coordinating appointments, managing calendars, organizing meeting logistics, booking rooms, and preparing required materials. Serve as the sector's first point of contact for individuals who communicate with or visit the sector. In this capacity, represent the sector professionally and courteously at all times to ensure a positive experience consistent with the University's service standards. Coordinate follow-up activities related to business travel and travel expense reimbursement requests, verify that information and supporting documents are complete, and ensure compliance with applicable procedures and deadlines.

What you will bring:

• Postsecondary education in administration, project management, public administration, or a related field, or an equivalent combination of education and work experience.
• A minimum of seven (7) years of relevant experience coordinating projects, institutional initiatives, or complex operations involving multiple stakeholders, governance processes, and tight deadlines.
• Bilingualism in French and English, both spoken and written.
• Experience in planning, coordinating, implementing, and monitoring projects, including managing timelines, risks, decisions, and deliverables.
• Experience conducting research, analyzing data, and producing reports, tables, presentations, and decision-support documents.
• Good understanding of governance structures, approval processes, and committee roles and timelines.
• Strong proficiency with computer applications used for planning, project tracking, data analysis, document preparation, and collaboration.
• Ability to produce accurate, high-quality work under pressure, resolve operational issues, and meet tight deadlines.
• Excellent organizational skills, autonomy, sound judgment, and the ability to manage multiple priorities, stakeholders, and deadlines simultaneously.
• Excellent interpersonal and communication skills, with a demonstrated ability to engage, coordinate, and support stakeholders from different sectors and levels of decision-making.
• Ability to exercise discretion and protect the confidentiality of sensitive information, particularly in files submitted to governance bodies and senior management.

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 [e-mail] 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.

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.