Senior Officer, Academic Administration

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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 Administration

# of Open Positions:

1

Faculty/Service - Department:

BÉS Services aux étudiants

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2026/05/04

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

2026/05/15

Hours per week:

35

Salary Grade:

SSUO Grade 08

Salary Range:

$64,865.00 - $81,935.00

About the Faculty of Arts
The oldest and one of the biggest faculties at the University of Ottawa. The Faculty of Arts has evolved to be one of the leading faculties on campus. Now more than ever, the new economy needs thinkers, communicators, and creators. Whether you are interested in the Humanities, Languages and Literatures, or Fine and Performing Arts, the Faculty of Arts offers students an education for today's and tomorrow's workplace! The Faculty of Arts is dedicated to creating a diverse, equitable and inclusive environment for everyone.

Position Purpose:

Reporting to the Supervisor, Academic Administration, coordinates and performs the main tasks related to academic activities for programs in accordance with the academic regulations of the Faculty and the University. Provides courteous, timely and accurate service that projects a positive image of the University of Ottawa to all clients and contributes to an enriched student experience.

In this role, your responsibilities will include:

Academic Advisement:

• Provide advice to students on academic processes and regulations related to the academic requirements of their program in order to improve student retention and success and reduce time to completion. Coordinate academic processes under the incumbent’s responsibility, such as student registration, evaluation of CO-OP student files and academic performance, including checking student progress reports and prepared lists (registration in CTN activities, two failures, thesis supervisors, etc.). 

• Approve final grades, coordinate course evaluations and manage deferred exams and exam accommodations. Provide input related to course offerings and assist with creating course and exam schedules. Update course and exam schedules in computer system. 

• Evaluate cases involving exceptions (such as requests for leave, deferrals and extensions; letters of permission; late registrations; changes to programs and options) related to the academic progress of graduate students. Carry out a preliminary analysis of requests for exceptions that require the approval of the supervisor of academic services as required by University policies in order to propose solutions and follow up as required.  

• Coordinate the process for evaluating international exchange files of arriving students. Refuse applications that do not meet the minimum requirements. Send files of eligible students to the evaluation committee and notify the International Office of final decisions. Notify the supervisor of academic services of any problematic cases. 

Thesis and Graduation:

• Coordinate the master’s and PhD thesis evaluation and defence processes. Carry out a preliminary review of the list of external examiners to ensure there is no conflict of interest and have the list of thesis examiners approved. Review student files to determine whether all requirements have been met; approve initial submission of theses and get the evaluation process under way.  

• Communicate with the thesis committee and ensure the thesis examiners’ reports are received by the deadline. Recommend a jury chair for thesis defences. Set a date for the thesis defence according to availability of the jury members.

• Review and evaluate student files for graduation purposes for programs under the incumbent’s responsibility to determine students’ eligibility to receive their degree; approve or refuse recommendation for graduation. Check that candidates have submitted their Registration for Degree and Request for Diploma form. Process urgent requests for the degree and prepare the request for approval for the Senate in collaboration with the Convocation Sector. Resolve graduation-related problems and, if necessary, advise the supervisor of academic services of the problems. 

Records management:

• Implement an effective filing and records management system that maintains confidentiality of information contained in files and ensure availability of complete and accurate documents for future reference or audit purposes.

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.