01 Feb
University of Ottawa
Ottawa
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Job Type:
Employee
Duration in Months (for fixed-term jobs):
N/A
Job Family:
Admissions
# of Open Positions:
1
Faculty/Service - Department:
Academic Services - Graduate Studies
Campus:
Main Campus
Union Affiliation:
SSUO
Date Posted:
January 30, 2025
Applications must be received BEFORE:
February 10, 2025
Hours per week:
35
Salary Grade:
SSUO Grade 09
Salary Range:
$69,478.00 - $87,764.00
About the Faculty of Science:
Welcome to the Faculty of Science, a great place to learn, to explore, to question, to discover — opening your mind and pushing boundaries. It’s an exciting time to be part of a rewarding career in life sciences, natural sciences and mathematics.
You will have access to world-class facilities, including our Science, Technology, Engineering and Mathematics (STEM) Complex, our extensive Biosciences Complex and our cutting-edge Advanced Research Complex, that are the envy of many universities. We have strong links with a multitude of government and private research centres, providing countless opportunities and experiences.
We have become a true centre of excellence, earning recognition across Canada and abroad for our prowess in teaching and in our laboratories, where our researchers are addressing some of the most important and relevant scientific questions of our time. Our past is a testimonial to our passion, so will be our future. Will you be part of it?
Position Purpose
Reporting to the Supervisor, Graduate Studies Administration, the incumbent coordinates and performs the main tasks related to admissions and financial aid management, including applicant recruitment (in close collaboration with the marketing and communications team), assessment and acceptance,
in accordance with the Faculty’s regulations and vision to help attract and retain the best applicants in a fast-growing, highly competitive environment.
In this role, your responsibilities will include:
- Admission : Oversees the recruitment and admissions process for graduate studies programs under own responsibility. Develops and provides information to prospective students in order to identify their actual needs and advise them on program options, financial considerations and admission requirements, taking into account their prior education and career goals.
- Analyzes and prepares admission files according to University requirements, ensuring that all conditions for admission are met. Checks student status lists for accuracy and makes necessary corrections. Determines applicant eligibility, prepares files for evaluation by admission committees and manages entry of evaluation committee recommendations.
- Admission committees: Plans and coordinates committee activities. Offers information sessions to new committee members about the steps in the admission process, how to review applications, and how to use University systems and data to ensure that their activities run smoothly and that they meet their deadlines. Ensures that committees apply admission policies for our programs. These duties include approving offers of admission for fast-tracked applications, determining which applications must be reviewed by the committee as a whole or by a more limited group, and making recommendations to the supervisor, graduate studies administration about which applications should be rejected.
- Supports the management team in training all senior officers on the policies and procedures that apply to admission and to internal and external scholarships. Develops and coordinates all training sessions and makes recommendations to improve effectiveness
- Scholarships, bursaries and grants: Serves as a resource person for students in financial need. Liaises with the University’s Financial Aid and Awards Service. Organizes student information sessions about financial aid available.
- Provides applicants with information on criteria for admission scholarships, Faculty scholarships and granting agency award processes. Provides information about sources of financial aid and ensures that application procedures are in place. Works with the Faculty’s communications team to ensure the website remains up to date.
- Coordinates the evaluation processes for internal or external scholarships, awards and competitions open to University of Ottawa students during their studies.
Helps programs interpret regulations and admission and enrolment requirements
What you will bring:
- Knowledge of administration normally acquired through postsecondary studies and three years’ experience in a similar role.
- Knowledge of high school, college, undergraduate and graduate academic programs
- Knowledge and experience in interpreting, explaining and applying procedures, academic regulations and methods.
- Experience in conducting research, analyzing data and preparing administrative and statistical reports.
- Experience in problem-solving and decision-making.
- Ability to manage multiple files with attention to detail.
- Strong communication, interpersonal and leadership skills, with a focus on consultation, analysis and feedback.
- Ability to manage conflicting priorities and meet strict deadlines in a fast-paced environment.
- Strong organizational and analytical skills, with excellent judgment and attention to detail.
- Bilingualism – French and English (spoken and written)
#LI-Onsite
#LI-GC1
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 [email protected] 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.
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