Senior Officer, Academic Administration (Graduate Studies)

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

24

Job Family:

Academic Administration

# Of Open Positions:

1

Faculty/Service - Department:

Academic Services - Graduate Studies

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted (Yyyy/Mm/Dd):

2025/09/18

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

2025/09/29

Hours Per Week:

35

Salary Grade:

SSUO Grade 08

Salary Range:

$64,865.00 - $81,935.00About the Faculty of Engineering
The Faculty of Engineering strives to provide a learning environment that promotes excellence and innovation, ethical practice and responsibility towards society. Our workplace will challenge, energize and motivate you to be your very best while providing opportunities for career growth and professional development. Our work makes a world of difference in the lives of our students, who will become the next generation of leaders and change makers of our society. Our dynamic community is dedicated to building innovations that will not only help the advancement of technology, but solutions that will revolutionize the industry. We look forward to making the future TOGETHER!

*We operate in a hybrid environment, with three days per week on campus. 

Position Purpose:

Oversee the admission process for programs under the incumbent’s responsibility by ensuring correct interpretation and application of practices, procedures and policies aimed at increasing the efficiency and effectiveness of the admission process and at meeting admission targets of the unit and the University.

In this role, your responsibilities will include:

Admissions:

1. Develop, evaluate and provide front-line services and information for potential students in order to determine needs and advise applicants on program options, admission scholarships and admission requirements based on their previous education and career goals.
2. Analyze and prepare admission files according to University requirements and ensure all requirements are met. Determine eligibility of applicants, manage data entry, prepare files for evaluation by admission committees. Check accuracy of student status lists and make any necessary corrections.
3. Receive and handle student documents during the graduate studies admission process in order to identify official and unofficial documents, according to established standards. Effectively manage students’ electronic documents as well as digitization and indexing system for student records. Notify the supervisor of academic services of any problematic cases.
4. Calculate admission averages for Canadian and international students using University standards. Check accreditations of Canadian and international universities and authenticity of documents submitted for student applications and remove admission conditions at the appropriate time. Calculate any other averages required during the students’ studies.
5. Determine eligibility of applicants based on averages calculated and refuse applications that don’t meet the minimum average requirements.
6. Enter recommendations for admission and scholarship offers in computer system.
7. Provide assistance to admission committees related to interpretation of University regulations. Work closely with graduate program directors and academic officers to create the most effective communication network possible.
8. Coordinate the internal and external scholarship evaluation processes and provide academic units with assistance in interpreting academic regulations. Evaluate and prepare files for external scholarships according the requirements of the funding organization or agency and prepare files for review by the scholarship committee. Calculate averages as required by the granting agencies.
9. Provide applicants with information on criteria for admission scholarships, scholarships and bursaries offered by the Faculty and grants offered by funding agencies (OGS, SSHRC, CIHR, NSERC).  Together with the chairs of graduate studies, organize information sessions for students about the various scholarships and other funding available.
10. Gather the necessary documents for evaluating faculty scholarships and other types of funding as well as the information required once the funding has been awarded. Ensure applications are complete. Help students complete their travel claim form, if applicable.

Grants And Scholarships:

What You Will Bring:

•    Thorough knowledge of postsecondary programs, academic regulations and university services, normally acquired through postsecondary training, or equivalent experience
•    Experience analyzing, managing and verifying academic records
•    Experience interpreting, explaining and applying academic regulations and procedures
•    Experience in an advising role and in customer service in an academic setting
•    Experience using computer systems (SIS/uoCampus, Talisma, Calculator, Document Manager, or similar systems) and applications and platforms such as Windows, word processing software, databases, spreadsheets, email and the Internet
•    Experience in administrative writing in both official languages
•    Strong skills in interpersonal communication, teamwork and problem solving
•    Experience working under pressure and prioritizing work to meet firm deadlines
•    Bilingualism – French and English (spoken and written)
 

Li-Hybrid

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.