Administers all aspects of the graduate program at the Institute of the Environment (IE) under the supervision of the Associate Director and Supervisor of Graduate Studies (“Program Director”). Ensures superior service to graduate program applicants, students and graduates. Anticipates and addresses student issues or problems. Oversees the admission process and helps students obtain appropriate services (for example, financial, career or special needs services). Works with the registrar to determine course offerings and schedules, and arrange convocations and other academic services. Acts as a liaison with key players on campus, including faculty members, the IE director, the Office of the Vice-Provost, Graduate and Postdoctoral Studies, and other faculties. Manages program communications, including web presence and e-communications, with guidance from the Program Director. Manages offices and facilities for faculty and students. Provides the Program Director with program-related administrative support.
Knowledge of academic administration normally acquired through postsecondary education or equivalent experience
Knowledge of graduate programs, including admission and registration procedures, financial support, and academic guidelines
Experience in applying leading-edge client service practices in an academic setting and the ability to work with students
Experience in student record analysis and management, and the ability to anticipate problems and develop solutions
Experience in the use of computer systems and software, such as electronic spreadsheets, desktop publishing applications, databases, graphic design programs and University systems (for example, uoCampus), and the ability to work easily with webmasters
Strong skills in writing (including writing for the Web) and social media (including blogs and Facebook)
Demonstrated client service experience, with an emphasis on courtesy, respect and flexibility
Ability to work with co-workers as well as academic coordinators across the campus
Ability to handle multiple tasks, work under pressure and produce high-quality work while meeting deadlines
Bilingualism – French and English (spoken and written); to be considered for this position, candidates must be rated at the Low Advanced proficiency level 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 required at the University of Ottawa:
Planning: Organize in time a series of actions or events in order to achieve 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. Be proactive and self-starting. Show availability and willingness to go above and beyond expectations whenever possible.
Service Excellence: Reflect a positive attitude, demonstrate competence and professionalism, treat members of the community with respect, exercise care, devote full attention and find solutions. (Visit the section "Useful links" on the home page to read the detailed definition).
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal. Accept and give constructive feedback. Adjust own behaviour to reach team goals.
All qualified candidates are invited to apply; however, preference will be given to Canadian citizens and permanent residents. The University of Ottawa is an equal opportunity employer. We strongly encourage applications from women, Aboriginal peoples, persons with disabilities and members of visible minorities. If you are invited to continue the selection process, please notify us of any particular adaptive measures you might require.
Contract of approximately 24 months, with possibility of renewal. Eligibility to benefits and union affiliation will be determined upon hiring. All applications will be considered equally. Schedule with an average of 35hrs/week. Workshops offered by Leadership, Learning and Organizational Development that you have taken may be considered an asset if you apply for a position at the University. Don’t forget to list them on your CV. We thank all candidates for applying. We will only contact candidates selected for further consideration. Any information you send us will be handled respectfully and in complete confidence. Remember to upload a copy of your diploma(s) or a certificate of merit as well as a current version of your CV into the My documents section of your career profile (please include the job ID number, i.e. J0000-0000, in the title of your document).
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