Senior Officer, Academic Administration

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

Job summary

University of Ottawa's Faculty of Health Sciences seeks a Student Services Coordinator to be the first point of contact for students, handling requests with professionalism and ensuring high-quality service across programs.

Reporting to the Supervisor of Undergraduate Studies, you will manage admissions, course selection, graduation preparations, exams coordination, and recruitment activities while promoting the university's services at events.

Qualifications

• Knowledge of administration normally acquired through postsecondary education and several years of experience in a similar role.
• Knowledge of academic programs at high school, college, undergraduate and postgraduate levels.
• Knowledge of procedures, policies and methods and ability to apply them.
• Experience researching and analyzing data and creating administrative and statistical reports.
• Experience providing client service and managing multiple requests.
• Experience implementing strategies and activity plans for students.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access).
• Ability to manage conflicting priorities and meet tight deadlines.
• Strong organizational, analytical skills and attention to detail.
• Excellent listening skills and work ethic.
• Bilingual – French and English (spoken and written); proficiency tested by the university.

Responsibilities

• Admissions: analyze student files with conditional acceptance and/or equivalences and monitor deadlines.
• Modify program of study: handle requests for changes to the program and take action.
• Course selection and registration: assess eligibility and approve course selections for first-year and special students.
• Graduation: conduct primary evaluation of files and prepare for graduation; attend ceremonies as a university ambassador.
• Exam management: coordinate exams and ensure confidentiality of exam content with supervisors.
• Recruitment activities: promote the University and its programs at fairs and recruitment events.

Skills

Microsoft Office

Analytical skills

Organizational skills

Communication skills

Bilingual French/English

Education

Postsecondary education

Tools

Microsoft Office Suite

Job description

Follow us on LinkedIn Posting Reason: Replacement of a regular position Job Type: Employee Anticipated Duration in Months (for contracts and temporary assignments): N/A Job Family: Academic Administration # of Open Positions: 1 Faculty/Service - Department: Academic Services, Operations Campus: Main Campus Union Affiliation: SSUO Date Posted (YYYY/MM/DD): 2026/08/20 Applications must be received BEFORE (YYYY/MM/DD): 2026/08/31 Hours per week: 35 Salary Grade: SSUO Grade 08 Salary Range: $68 149,00 - $86 083,00

Make your mark with the Faculty of Health Sciences! Health matters to everyone and we are committed to becoming a nationally and internationally recognized leader in innovative approaches to active living, health promotion, and quality health services. Our success lies in our students and our people. Join us and every day you will have the opportunity to make a meaningful impact as we grow together and make a great faculty even better.

Position purpose:

Reporting to the Supervisor, Academic Services of Undergraduate Studies of the Faculty of Health Sciences, serve as a first point of contact for students by receiving, acknowledging, anticipating and responding to various student requests and by ensuring above average client service in order to attract, retain and maintain the student population rate in all programs of study. Execute administrative tasks, such as evaluating requests, making recommendations, approving certain requests and providing follow-ups with students, colleagues and other faculties. As an ambassador for the University and the Faculty, attend graduation ceremonies and various events to promote the University of Ottawa and the Faculty's services.

In this role, your responsibilities will include, among others:

• Admissions: Analyze student files with conditional acceptance and/or equivalences, so the Academic Development and Student Retention Specialist can follow up with these students. Monitor these files to ensure that administrative and academic deadlines are respected.
• Modification to program of study: Serve as a first point of contact for students by receiving, acknowledging and taking action on student requests for modification to their selected program of study.
• Course selection and registration application process: Serve as a first point of contact for students by receiving and acknowledging student requests for course selection and registration. Determine the eligibility of the request. Based on eligibility, approve course selection for first year students and special students and perform the necessary steps to finalize requests.
• Graduation: Conduct a primary evaluation of files while respecting the policies and processes to identify and prepare files for graduation. Attend the graduation ceremony as an ambassador of the University.
• Exam management: Participate to the coordination of exams by making sure that exam content remains confidential according to the policies and by organizing the schedule for exam supervisors.
• Recruitment activities: As an ambassador for the University, promote the University of Ottawa as well as its programs and services during commercial fairs and recruitment events.

What you will bring:

• Knowledge of administration normally acquired through postsecondary education and several years of experience in a similar role.
• Knowledge of academic programs at the high school, college, undergraduate and postgraduate levels.
• Knowledge of and experience interpreting, communicating and applying procedures, policies and methods.
• Experience researching and analyzing data as well as creating administrative and statistical reports.
• Experience in problem solving and decision-making.
• Experience providing client service.
• Experience implementing strategies and activity plans for students.
• Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access), word processing, Windows and Internet.
• Capacity to deal with conflicting priorities and respect strict deadlines in a fast paced environment.
• Organizational and analytical skills, excellent judgment and attention to detail.
• Listening skills and strong work ethics.
• Bilingual – French and English (spoken and written).
• Bilingualism: French and English (spoken and written); to be considered for this position, 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.

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.

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.

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.

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.

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.