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Posting Reason:
Temporary replacement of a regular position
Job Type:
Employee
Anticipated Duration in Months (for contracts and temporary assignments):
24
Job Family:
Academic Advising
# of Open Positions:
1
Faculty/Service - Department:
Academic Administration
Campus:
Main Campus
Union Affiliation:
SSUO
Date Posted (YYYY/MM/DD):
2026/06/11
Applications must be received BEFORE (YYYY/MM/DD):
2026/06/22
Hours per week:
35
Salary Grade:
SSUO Grade 10
Salary Range:
$80 942,00 - $102 245,00
Position Purpose
To provide the support necessary to ensurestudentrequests areassessed,routed,eligible and processed respecting policies and processes.Certify the integrity and quality of publicationscreated forthe university community and the general public. Execute various administrativetasks, such as approving requests, completing forms andmonitorvarious processes,andperformfollow-ups with students and departments to monitor progressandenhancestudent retentionobjectives and create anexceptional student experienceProvide guidance andadviceto studentson academicdevelopment,such as course selection,modification to selectedprogram of study, etc.
In this role, your responsibilities will include:
Academic Development and Student Retention
Assess student needs:Reviewthe identification, interpretation, analysisand detection of student needsand ensure they respectthe University’s and the Faculty’s processes. Consultwith colleaguesandperiodicallymeetwith students to further explore their needs.
Follow-ups:Ensurefollow-ups aredonetomonitorand supportstudentprogress and ensure the appropriate corrective measuresare taken asnecessarytoenhancestudent retention.
Operations Management
Admission:Ensure all student files for students with conditionalacceptanceand/or equivalences are analyzed, reviewed and tracked. Execute the necessary processes with otherdepartments and facultiesto finalize and update files.
Modification to the program of studyAnalyzeand scanstudent filestodeterminetheir eligibility to their chosenprogram of study When eligible,complete the proper paperwork andexpeditethe request with the appropriatedepartments and faculties
Course selection andregistrationapplicationprocessReview eachrequestpertaining to course selection andregistrationapplications andvalidatetheir eligibility.Completethe necessaryforms andtake necessarysteps with the appropriatedepartments and facultiesto finalize the eligible requests.
Academic performance:Reviewfileevaluations pertaining toacademic performance.Consultwithstudents tomonitortheir performance and satisfactionwith their program of study Identify at risk students by evaluating academic performances (ex. grades) and other indicators of academic performance andassign studentfiles to theChiefofAcademic Development and Student Retention.
RetentionReviewthelist identifying students experiencing academic difficulties andorother issues.Validatethatprocesses and procedures to identify these students at risk were properlyassessed according the department guidelinesIdentifyapproachestoimprove student retention ratesand communicate with colleaguesto initiate a course of action
Student mobility (permission letters, agreements, etc.):Approve course selection and ensure support and follow-ups during the entire process toprovidetimely responses Validate the accuracy of informationand finalise files (ex. allocation of credits received, exceptions to files enteredinto the systemand updated inRabaska, etc.). Establish and maintain a close collaboration with partners (ex. International Office, students, professors, host institutions, enrolment management, etc.) to ensurean integrated approach andquality of services.
Scholarships and awardsPromote scholarships and awards to the student population by keeping them informed and making sure theyhave access to the relevant sources of information. Evaluate scholarship and awardsubmissions usingpre-established criteria
Graduation:Ensure that the primaryfileevaluationsareaccurate andexecutedappropriatelyEnsure the integrity of data by reviewing data and investigating anomalies.Follow-up with students and perform the final file evaluations.
Other programs orassociationsReview the established eligibility of students. Ensure that a close collaboration with otherassociations, such as COOP and Immersion, is established and maintainedin order to provide an exceptional student experience
Communication and liaison
Integrity of published data (yearbooks, prospectus,Rabaska):Ensure that the dissemination of the overall publications aimed at the university community and general publicare accurate and of the highestquality. Establish and maintain a relationship between the Communications and Marketing Office and the Undergraduate Studies Officeto facilitate efficient processes and effective publications
Communication with university communityAct as an expert-advisor to the university community and external partnersby connecting with students and other partiesfor the purpose ofproviding guidance on academicexperience anddevelopment
What you will bring:
Bachelor’s degree in education or a related field
Experience in the education field or academic advising or a combination of both
Knowledge of academic programs (ex.regulations, degree requirements, prerequisites and course descriptions) at the high school, college, undergraduate and postgraduate levels
Strong knowledge of and experience interpreting, communicating and applyingprocesses, policies and methodsto individual cases varying in complexity
Experience providing client service
Experiencedevelopingstrategies and activity plansfor students
Experience researching, analyzing data and writing administrative reports
Experience revising texts and publications
Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access), word processing, Windows and Internet
Experience in mentoring and/or coaching an asset
Strong communication skills
Ability to solve problems, make fast decisions and negotiate with students
Organizational and analytical skills,attention to detail and ability to work within tight deadlines
Listening skills and strong work ethic
Judgment, independence, diplomacyanddiscretion
Bilingual – 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 may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
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.
