Lead Coordinator, Academic Affairs

uOttawa | Carrières - Careers; Ottawa; On-site; CAD 76,000 - 96,000; Full time

Job summary

The University of Ottawa invites applications for a senior administrative role within Student Enrolment Management. You will contribute to planning, coordinating, and monitoring institutional initiatives, ensuring governance and timelines are followed, and providing essential clerical support to managers.

Strong bilingual communication and a track record of coordinating complex projects are required. You will analyze data, prepare reports, and help drive continuous process improvements in a

Qualifications

• Postsecondary education in administration, project management, public administration, or related field.
• At least seven (7) years coordinating projects, institutional initiatives, or complex operations with multiple stakeholders.
• Bilingualism in French and English, both spoken and written.
• Experience planning, coordinating, implementing, and monitoring projects with timelines, risks, decisions, and deliverables.

Responsibilities

• Contribution to Operations, Projects, and Institutional Initiatives: Participate in planning, coordination, implementation, and monitoring of projects within the Student Enrolment Management sector, collaborating with stakeholders.
• Coordination of Activities and Stakeholders: Schedule meetings, consultations, events, and activities; prepare tools and information; ensure effective follow-up.
• Monitoring of Projects, Decisions, and Deliverables: Track progress; follow up on decisions, risks, actions, deadlines; implement corrective measures as needed.
• Research, Analysis, and Reporting: Conduct research, compile data, analyze information, and prepare reports and decision-support documents.
• Procedure Documentation, Governance, and Process Improvement: Draft and update internal documentation; understand governance levels and committee roles.
• Clerical and Administrative Support to Managers: Provide scheduling, travel arrangements, calendar management, and document preparation; represent the sector professionally.

Skills

Bilingualism in French and English

Project coordination

Governance & timelines

Data analysis & reporting

Communication & stakeholder engagement

Proactive planning & problem solving

Education

Postsecondary education in administration or related field

Tools

Office suite

Job description

Job Type: Employee

Hours per week: 35

Campus: Main Campus

Union Affiliation: SSUO

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.

Responsibilities

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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

• 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.

Diversity and Inclusion Statement

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.

Union and Front‑line Information

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;

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.

About the University of Ottawa

The University of Ottawa is the largest bilingual (English-French) university in the world. Located at the heart of Canada’s capital, we have ready access to the great institutions of our country. Our advances in social sciences, health, engineering, science and the humanities make uOttawa a unique place to learn, grow and excel. The University of Ottawa aspires to employing a staff that fully represents the diversity of Canada's population. As a result, it is committed to employment equity principles and aims to provide an inclusive and barrier‑free workplace. The University of Ottawa offers a generous pay and benefits package that includes a competitive salary, a defined benefit pension plan, group insurance coverage and an employee and family assistance program.

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