Lead Coordinator, Academic Administration

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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:

Academic Affairs

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2026/05/14

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

2026/05/25

Hours per week:

35

Salary Grade:

SSUO Grade 09

Salary Range:

$72,437.00 - $91,502.00

Position purpose

Reporting to the Manager, Undergraduate Studies Administration, co-ordinates undergraduate studies office front-line services and business processes, directly supervising Work-Study Program students and serving as their main point of contact. Finds solutions for exceptional cases and capitalizes on opportunities to review, develop and implement processes that follow best practices, to ensure effective operations while maintaining a harmonious team environment.

In this role, your responsibilities will include:

Academic advisement and student retention

• Needs assessments and recommendations: Anticipates, analyzes and interprets student requirements and determines the policies and processes to be implemented. Diagnoses and formulates recommendations to solve student problems, and ensures that these recommendations are implemented. Solves complex problems and follows up as required.

• Front-line student services: Performs certain front-line duties to understand the reality of students and senior officers, in order to implement service improvement projects. Reviews processes and adjusts them to improve productivity and efficiency.

Operations management

• Work procedure review: Consulting with the manager, undergraduate studies administration, designs and implements new work processes and procedures, adjusts those already in place and monitors own team’s compliance, to continually improve operations and maximize productivity and effectiveness.

• Process planning: Anticipates, analyzes and interprets requirements. Working with the manager, evaluates and proposes policies and procedures to be implemented, and sets the operational schedule. Determines resources required to meet deadlines. Plans, develops and applies work procedures and tools to improve service delivery and quality.

Managing courses and exams:

• Courses: Checks and updates course sequences, working with the manager, undergraduate studies administration. Handles notification lists for available places. Working with the manager, undergraduate studies administration, reviews enrolment limits. Checks enrolment lists. Co-ordinates grade updating process.

• Exams: Working with the manager, undergraduate studies administration, and the senior officers, plans and co-ordinates exam scheduling process, checks information, co-ordinates exam room assignments and acts as a resource for senior officers.

• Experiential learning: Working with the manager, experiential learning and external relations, helps co-ordinate activities related to clinical teaching, moots and the co-op program.

• Supervision: Plans, co-ordinates, assigns and reviews duties assigned to senior officers, and serves as their resource person. Sets priorities, conducts short-term planning, and designs group and individual training plans. Ensures recruitment and staffing for student-employee positions under the own direct supervision. Supervises work performed by Work-Study Program students, setting priorities and motivating, guiding and providing feedback to students.

• Managing digital files: Working with the communications team and the academic administrator, updates certain webpages. Organizes and maintains digital files and records in accordance with University and faculty policies and processes. Shows discretion, ethics and good judgment when dealing with confidential information.

• Managing one-time issues: Plans and manages assigned one-time issues. Determines scope of task, sets out steps, monitors relevant progress, makes adjustments throughout the process and ensures effective communication among stakeholders. Manages and monitors operations for one-time issues assigned to own team.

Communication and liaison

• Representation and information-sharing: In the absence of the manager, undergraduate studies administration, or the academic development and student retention specialist, participates in various committees and meetings on business processes or student services, and shares information with the team. Occasionally acts as a Faculty or University representative at events and receptions.

• Recruitment: Promotes the University of Ottawa and its programs and services at trade shows and recruitment events. Helps assign necessary recruitment resources in partnership with the academic development and student retention specialist, the senior officers and the manager, undergraduate studies administration.

• Integrity of published data (calendar, brochures, uoCampus, Talisma): Co-ordinates communications sent to students and ensures that all publications distributed to the University community and the general public are accurate and of the highest quality. Establishes and maintains good working relations with the communications and marketing team and with the undergraduate studies office, to ensure effective processes and efficient publication distribution.

• Communication with the University community: Provides expert advice on the university experience and academic progress to members of the University community and external partners, engaging in discussions with students and other stakeholders to do so.

What you will bring:

• Strong theoretical and practical knowledge of administration normally acquired through undergraduate university studies or an equivalent combination of studies and work experience

• Three years’ experience in a similar role

• In-depth knowledge of high school, college and university undergraduate academic programs

• Experience providing client service

• Experience interpreting, communicating and implementing policies and procedures

• Experience supervising and organizing work in a changing environment

• Experience using software and computer systems such as word processors, databases, spreadsheets, email, the internet and student information systems

• Ability to deal with conflicting priorities and meet strict deadlines in a fast-paced work environment

• Ability to manage multiple files with attention to detail

• Ability to make decisions that could have an impact on students or employees of own unit

• Ability to show tact, diplomacy, discretion and good judgment

• Knowledge of university administrative structures and procedures (an asset)

• Experience researching and analyzing data and in writing administrative and statistical reports

• Excellent communication skills, to understand the needs of students and own unit’s employees

• Organizational and analytical skills, with excellent judgment and attention to detail

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.