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 Development and Operations

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2026/04/30

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

2026/05/11

Hours per week:

35

Salary Grade:

SSUO Grade 09

Salary Range:

$72,437.00 - $91,502.00

About the Faculty of Social Sciences
The FSS comprises nine departments, schools and institutes, which offer undergraduate, masters and doctoral programs in both English and French. With its 10,000 students, 260 full-time professors, and wide array of programs and research centres, the Faculty of Social Sciences plays a key role at the heart of the University of Ottawa. Its graduate students are supervised by excellent researchers and undertake cutting-edge research in the Faculty's masters and Ph.D. programs. Along with its complement of about 100 administrative employees, the faculty is proud to provide a collaborative working environment that inspires new ideas, encourages creative ingenuity, and promotes excellence.

Position Purpose

Coordinates front-line services and academic processes for the Office of Undergraduate Studies.  Serves as primary point of contact for Senior Officers and Work-study students. Finds solutions to special cases, seizes opportunities to review, develop and implement processes according to best practices to ensure efficient operations while maintaining harmony and a team atmosphere.

In this role, your responsabilities will include:

Student progress and retention

• Assesses needs and makes recommendations: Anticipates, analyzes and interprets student needs, determines policies and processes to be implemented. Diagnoses and makes recommendations to address student issues and ensures that recommendations are implemented. Resolves complex issues and ensures necessary follow-up.

• Provide front-line service to students: Works to understand the reality of students and the Senior Officers in order to implement service improvement projects. Review and refine processes to increase productivity and efficiency.

Operations management

• Review work methods: In consultation with the Supervisor, Academic Administration, designs and implements new or modify existing processes, procedures and work methods, and ensures team compliance in order to continuously improve activities to maximize productivity and efficiency.

• Process planning: In collaboration with the Supervisor, Academic Administration, evaluates and proposes policies and processes to be implemented, as well as a calendar of operations. Determines resources required to meet deadlines. Plans, develops and implements work methods and tools to improve service performance and quality.

• Course and exam management: Validates and updates course sequences. Responsible for waiting lists. In consultation with the Supervisor, Academic Administration, reconcile enrolment limits. Check registration lists. Responsible for updating grades.

Supervision: Supervises and acts as resource person for the Senior Officers. Is responsible for the recruitment and staffing process, as well as the supervision of student personnel. Determines priorities, motivates staff and provides feedback to ensure quality of service.

Communication and liaison

• In the absence of the Supervisor, Academic Administration, participates in various committees and meetings related to operational processes or student services and pass on information to the team. Acts as a representative of the Faculty and the University of Ottawa at various events including evenings and weekends as required.

• Promotes the University of Ottawa and its programs and services at recruitment fairs and events, including evenings and weekends. Contributes to the allocation of recruitment resources in collaboration with the Supervisor, Academic Administration.

What you will bring:

• Administrative knowledge normally acquired through post-secondary training and several years of experience in a similar role.

• In-depth knowledge of high school, college and undergraduate curricula. Minimum of 3 years experience in a university school environment.

• Experience in supervising and organizing work in a changing environment.

• Experience in providing customer service.

• Experience interpreting, communicating and implementing procedures, policies and methods.

• Experience using computerized systems: word processing, database, spreadsheet, e-mail, Internet, as well as school systems.

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

• Ability to manage multiple files with attention to detail.

• Ability to make decisions that may have an impact on students or unit employees.

• Ability to exercise tact, diplomacy, discretion and judgment.

• Bilingualism - French and English (oral and written).

Bilingualism: French and English (spoken and written); to be considered for this position, 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.

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.