Supervisor, Academic Administration

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

Job summary

University of Ottawa seeks a 35-hour-per-week specialist in Graduate Studies Administration to oversee front-line services handling recruitment to graduation, admissions, and scheduling. You will monitor academic processes, ensure regulatory integrity, and drive improvements in staff performance and service quality.

You will collaborate with undergraduate and graduate units in a bilingual environment, leveraging uOttawa systems to manage complex cases and ensure timely outcomes for students,

Qualifications

• Knowledge of management principles normally acquired through university education, or equivalent experience.
• Knowledge of graduate programs and Faculty and University regulations.
• Experience managing academic operations (registration, admissions, scholarships, etc.).
• Experience analyzing academic records, interpreting and applying regulations and procedures and developing and implementing administrative policies and procedures.
• Experience in human resource management.
• Experience in project management.
• Practical experience with university systems (uoCampus, Xtender, Calculator, Talisma) and applications such as Windows, word processing software, spreadsheets, databases, email and the Internet.
• Customer service experience in academic advising.
• Interpersonal communication and problem-solving skills.
• Strong organizational skills; ability to work under pressure, in a team and meet firm deadlines.
• Bilingualism - French and English (spoken and written).

Responsibilities

• Evaluate the operational impact of changes to administrative procedures, academic regulations and academic programs on the Graduate Studies Office and academic units.
• Provide recommendations on changes needed to improve the quality and effectiveness of academic services to the academic administrator.
• Oversee academic processes, from recruitment to graduation, in order to meet and maintain Faculty objectives related to admission, student retention and time to graduation while targeting high-quality candidates.
• Ensure the integrity of academic processes.
• Manage the Faculty's operational processes related to academic progress, e.g. evaluation of master's and PhD theses, course and exam schedules, registration, course evaluations, graduation and assessment of academic performance (progress reports).
• Approve special requests governed by academic regulations or involving situations ranging from admission to graduation (deferred marks, program changes, changes to student status, late registration, etc.).
• Forward all complex cases involving exceptions to the administrator or vice-dean.

Skills

Customer service

Interpersonal communication

Teamwork

Organizational skills

Problem solving

Education

University education or equivalent experience

Tools

uoCampus

Xtender

Talisma

Windows and Office

Job description

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: Services aux étudiants

Campus: Simard Hall

Union Affiliation: SSUO

Date Posted (YYYY/MM/DD): 2026/09/10

Applications must be received BEFORE (YYYY/MM/DD): 2026/09/21

Hours per week: 35

Salary Grade: SSUO Grade 11

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

Position Purpose:

Reporting to the Manager, Undergraduate Studies Administration, plans, organizes, monitors and evaluates the Graduate Studies Office academic and administrative processes in order to offer front-line services, provide information and manage files related to all aspects of graduate studies from recruitment to graduation, including admission, thesis evaluations and scheduling. Develop and implement work methods to improve staff performance and the quality of services provided.

In this role, your responsibilities will include:

• Evaluate the operational impact of changes to administrative procedures, academic regulations and academic programs on the Graduate Studies Office and academic units.
• Provide recommendations on changes needed to improve the quality and effectiveness of academic services to the academic administrator.
• Oversee academic processes, from recruitment to graduation, in order to meet and maintain Faculty objectives related to admission, student retention and time to graduation while targeting high-quality candidates.
• Ensure the integrity of academic processes.
• Manage the Faculty's operational processes related to academic progress, e.g. evaluation of master's and PhD theses, course and exam schedules, registration, course evaluations, graduation and assessment of academic performance (progress reports).
• Approve special requests governed by academic regulations or involving situations ranging from admission to graduation (deferred marks, program changes, changes to student status, late registration, etc.).
• Forward all complex cases involving exceptions to the administrator or vice-dean.

What you will bring:

• Knowledge of management principles normally acquired through university education, or equivalent experience
• Knowledge of graduate programs and Faculty and University regulations
• Experience managing academic operations (registration, admissions, scholarships, etc.)
• Experience analyzing academic records, interpreting and applying regulations and procedures and developing and implementing administrative policies and procedures
• Experience in human resource management
• Experience in project management
• Practical experience with the types of computer systems used at the University (uoCampus, Xtender, Calculator, Talisma, or similar systems) and applications such as Windows, word processing software, spreadsheets, databases, email and the Internet
• Customer service experience, specifically in the context of academic advising
• Interpersonal communication and problem-solving skills
• Strong organizational skills; ability to work under pressure, in a team and meet firm deadlines
• Experience in complex administrative writing in both official languages Bilingualism - French and English (spoken and written)

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