Senior Coordinator, Academic Administration

University of Ottawa; Ottawa; On-site; CAD 68,000 - 86,000; Full time

Job summary

University of Ottawa is seeking a dedicated academic services professional to coordinate and perform key tasks for graduate programs in line with the academic regulations of the Faculty and the University. You will provide courteous, timely and accurate service that projects a positive image of the University of Ottawa to all clients and contributes to an enriched student experience.

The role covers admissions, academic advisement, and thesis and graduation processes, requiring management of

Job description

Posting Reason: New Position

Job Type: Employee

Anticipated Duration in Months (for contracts and temporary assignments): 24

Job Family: Academic Administration

# of Open Positions: 1

Faculty/Service - Department: Graduate and Postdoctoral Studies Academic Services

Campus: Roger Guindon Hall

Union Affiliation: SSUO

Date Posted (YYYY/MM/DD): 2026/10/05

Applications must be received BEFORE (YYYY/MM/DD): 2026/10/16

Hours per week: 35

Salary Grade: SSUO Grade 08

Salary Range: $68,149.00 - $86,083.00

About the Faculty of Medicine

Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.

Position Purpose

Coordinates and performs the main tasks related to academic activities for programs in accordance with the academic regulations of the Faculty and the University. Provides courteous, timely and accurate service that projects a positive image of the University of Ottawa to all clients and contributes to an enriched student experience.

Typical Accountabilities

Admissions

Oversee the admission process for programs under the incumbent's responsibility. This includes developing, evaluating and providing front-line services and information for potential students in order to determine needs and advise them on program options, admission scholarships and admission requirements based on their previous education and career goals. Analyze and prepare admission files according to University requirements and ensure all conditions are met. Check accuracy of student status lists and make any necessary corrections. Determine eligibility of applicants, prepare files for evaluation by admission committees and manage entry of evaluation committee recommendations. Calculate admission averages for Canadian and international students using University standards. Act as a resource person for files related to Canadian and international students, check university accreditations and authenticity of documents submitted for student applications and remove admission conditions at the appropriate time. Determine eligibility of applicants based on averages calculated and refuse applications that do not meet the minimum average requirements.

Academic Advisement

Provide advice to students on academic processes and regulations related to the academic requirements of their program in order to improve student retention and success and reduce time to completion. Coordinate academic processes under the incumbent's responsibility, such as student registration, evaluation of CO-OP student files and academic performance, including checking student progress reports and prepared lists (registration in CTN activities, two failures, thesis supervisors, etc.). Approve final grades, coordinate course evaluations and manage deferred exams and exam accommodations. Provide input related to course offerings and assist with creating course and exam schedules. Update course and exam schedules in computer system. Evaluate cases involving exceptions (such as requests for leave, deferrals and extensions; letters of permission; late registrations; changes to programs and options) related to the academic progress of graduate students. Carry out a preliminary analysis of requests for exceptions that require the approval of the supervisor of academic services as required by University policies in order to propose solutions and follow up as required. Coordinate the process for evaluating international exchange files of arriving students. Refuse applications that do not meet the minimum requirements. Send files of eligible students to the evaluation committee and notify the International Office of final decisions. Notify the supervisor of academic services of any problematic cases.

Thesis and Graduation

Coordinate the master's and PhD thesis evaluation and defence processes. Carry out a preliminary review of the list of external examiners to ensure there is no conflict of interest and have the list of thesis examiners approved. Review student files to determine whether all requirements have been met; approve initial submission of theses and get the evaluation process under way. 9. Communicate with the thesis committee and ensure the thesis examiners' reports are received by the deadline. Recommend a jury chair for thesis defences. Set a date for the thesis defence according to availability of the jury members. Review and evaluate student files for graduation purposes for programs under the incumbent's responsibility to determine students' eligibility to receive their degree; approve or refuse recommendation for graduation. Check that candidates have s