Senior Specialist, Academic Administration

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

Benefits offered by this job

Competitive salary

Defined benefit pension plan

Group insurance coverage

Employee and family assistance program

Job summary

The University of Ottawa Faculty of Medicine is seeking a leadership-focused professional to develop programs and services for student experience and retention. You will oversee the Mentoring Centre, coordinate student support, and drive improvements across academic success initiatives.

Responsibilities include analyzing academic performance, leading retention strategies, and collaborating with the Registrar’s Office to enhance student outcomes.

Qualifications

• Bachelor’s degree in a related discipline or an equivalent combination of education and experience.
• Three (3) years of demonstrated experience in a similar role.
• Knowledge of quantitative and qualitative methods would be an asset.
• Knowledge of postsecondary programs and academic regulations.
• Experience in pedagogical methodology.
• Experience in working with academic files, such as academic performance, eligibility to graduate, admissions and international exchanges.
• Experience in interpreting and applying rules and regulations, ideally in an academic environment.
• Experience in project planning and coordination.
• Experience in supervision and performance management.
• Strong interpersonal and communication skills.
• Knowledge of computer systems and software including spreadsheets, databases, Internet and e-mail.
• Bilingualism – French and English (spoken and written).

Responsibilities

• Oversees the analysis of academic performance and determines appropriate action to take in accordance with academic regulations.
• Oversees screening of the files of at-risk students, and leads the deployment of academic success support services at the faculty level, with the objective of increasing retention levels.
• Develops strategies and tools to facilitate successful integration into university life and ensure a positive student experience.
• Acts as subject matter expert on methods of monitoring academic success and on retention factors to sensitize the faculty community.

Skills

Bilingual French and English

Interpersonal skills

Communication skills

Project planning and coordination

Supervision and performance management

Computer systems proficiency

Education

Bachelor’s degree in related discipline

Job description

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

Responsible for developing programs and services at the faculty level related to maintaining high student satisfaction and favoring student retention. Plans benchmarking activities for evaluating the student experience, and integrates findings into improvements to program and service offerings. Provides integrated leadership for the planning, coordination and monitoring of the Mentoring Centre and of the broader student experience office.

Typical Accountabilities

• Academic success: Oversees the analysis of academic performance and determines appropriate action to take in accordance with academic regulations. Oversees all activity related to screening the files of at-risk students, and leads the deployment of academic success support services at the faculty level, with the objective of increasing retention levels. Leads the academic success efforts in providing holistic advice to students requiring specific referrals to the Mentoring Centre, and to other expert services outside of the faculty through ongoing collaboration. Reaches out to students based on identified risk factors, in collaboration with the Registrar’s Office, with the objective of setting a path for improved performance. Ensures effective and ongoing information-sharing among the team in order to provide accurate and appealing information to students.
• Student outreach programs and services: Develops strategies and tools in order to facilitate successful integration into university life and ensure a positive student experience. Oversees the Student Mentoring Centre, and promotes program and service offerings at the faculty level to increase awareness and engagement among students, professors, and other members at the faculty level. Develops and promotes learning resources with the objective of meeting students’ need for academic success and an overall positive experience.
• Evaluation and analysis: Develops metrics, and establishes a plan for gathering meaningful information around the impact of programs and services on retention rates. Shares information regarding demonstrated results with upper management. Integrates feedback into adjustments to ensure ongoing improvements. Acts as subject matter expert on methods of monitoring academic success, and on success factors regarding retention in order to sensitize the faculty community about challenges related to student experience. Researches industry trends and develops innovative solutions toward a positive student experience and a high rate of retention.
• Human resources management: Oversees the activities of the Academic Development and Student Retention Specialists and of the Mentoring Centre Coordinator. Ensures an equitable division of workload, and promotes teamwork through expertise-sharing. Establishes individual and team objectives and actively manages performance. Ensures continuous learning through individual and group learning opportunities. Plans resource requirements towards meeting objectives, and identifies new work methods and tools to improve operational efficiencies of the sector.

Knowledge, Experience and Skills

Essential Qualifications

• Bachelor’s degree in a related discipline or an equivalent combination of education and experience
• Three (3) years of demonstrated experience in a similar role

Other Qualifications

• Knowledge of quantitative and qualitative methods would be an asset
• Knowledge of postsecondary programs and academic regulations
• Experience in pedagogical methodology
• Experience in working with academic files, such as academic performance, eligibility to graduate, admissions and international exchanges
• Experience in interpreting and applying rules and regulations, ideally in an academic environment
• Experience in project planning and coordination
• Experience in supervision and performance management
• Strong interpersonal and communication skills
• Knowledge of computer systems and software including spreadsheets, databases, Internet and e-mail
• Bilingualism – French and English (spoken and written)

Hours per week: 35

Salary Grade: SSUO Grade 11

Salary Range: $95,594.00 - $120,750.00

Campus: Roger Guindon Hall

Union Affiliation: SSUO

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.

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 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.

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 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.

Benefits

• competitive salary
• a defined benefit pension plan
• group insurance coverage
• an employee and family assistance program