Anticipated Duration in Months (for contracts and temporary assignments):
N/A
Job Family:
Business Operations
# of Open Positions:
1
Faculty/Service - Department:
Student Affairs Registrar
Campus:
Main Campus
Union Affiliation:
SSUO
Date Posted (YYYY/MM/DD):
2026/11/02
Applications must be received BEFORE (YYYY/MM/DD):
2026/11/13
Hours per week:
35
Salary Grade:
SSUO Grade 09
Salary Range:
$76104.00 - $96135.00
About Student Affairs:
Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy well and thriving as they pursue their ambitions. We help them apply and enrol for courses we oversee 11 residences and an award-winning Dining Hall we organize fun events we provide extensive recreation program opportunities and varsity sports activities we run an innovative career development and experiential learning program and much more!
Theres nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways were sure that youll enjoy the experience as much as our students do.
Position purpose:
Contribute to the achievement of the priorities of the Student Enrolment Management sector by actively participating in the planning coordination implementation and monitoring of projects institutional initiatives and academic operations. Ensure that initiatives are planned and carried out in accordance with governance levels approval processes and committee roles and timelines and provide the necessary follow-up.
Prepare analyses reports documentation and communications to support decision-making monitor decisions and deliverables and contribute to the continuous improvement of processes.
Provide effective clerical and administrative support to managers and serve as the sectors first point of contact representing the sector with professionalism and courtesy at all times.
In this role your responsibilities will include:
1. Contribution to Operations Projects and Institutional Initiatives : Participate in the planning coordination implementation and monitoring of projects within the Student Enrolment Management sector in collaboration with relevant stakeholders. Examples include coordinating the faculty component of convocation ceremonies and contributing to the annual review of administrative supplementary and incidental fees.
2. Coordination of Activities and Stakeholders : Coordinate meetings consultations events and activities required to carry out assigned projects and operations. Engage relevant sectors clarify expected contributions prepare working tools and relevant information and ensure effective communication and follow-up on decisions made.
3. Monitoring of Projects Decisions and Deliverables : Establish and maintain tracking mechanisms to monitor the progress of projects operations and priority files.
Follow up on decisions risks action items timelines and deliverables; send reminders to stakeholders as needed; identify deviations; and contribute to the implementation of corrective measures.
4. Research Analysis and Reporting : Conduct research compile data analyze information and prepare reports to support planning decision-making management discussions special projects and activities within the Student Enrolment Management sector. Conduct research in student records to address situations ranging from routine cases to highly complex matters. Present information clearly and systematically to facilitate the monitoring of priorities and implementation of initiatives.
5. Procedure Documentation Governance and Process Improvement : Draft update and organize internal documentation related to procedures processes systems and tools associated with the positions responsibilities.
Understand the various levels of governance as well as the roles and timelines of different committees to ensure that all initiatives are planned and carried out in accordance with the Universitys approval processes and governance procedures. Contribute to the continuous improvement of administrative practices by documenting steps follow-up actions and lessons learned from assigned projects and initiatives.
6. Clerical and Administrative Support to Managers : Provide clerical and administrative support to managers within the Student Enrolment Management sector including scheduling and coordinating appointments managing calendars organizing meeting logistics booking rooms and preparing required materials. Serve as the sectors first point of contact for individuals who communicate with or visit the this capacity represent the sector professionally and courteously at all times to ensure a positive experience consistent with the Universitys service standards. Coordinate follow-up activities related to business travel and travel expense reimbursement requests verify that information and supporting documents are complete and ensure compliance with applicable procedures and deadlines.
What you will bring:
- Postsecondary education in administration project management public administration or a related field or an equivalent combination of education and work experience.
- A minimum of seven (7) years of relevant experience coordinating projects institutional initiatives or complex operations involving multiple stakeholders governance processes and tight deadlines.
- Bilingualism in French and English both spoken and written.
- Experience in planning coordinating implementing and monitoring projects including managing timelines risks decisions and deliverables.
- Experience conducting research analyzing data and producing reports tables presentations and decision-support documents.
- Good understanding of governance structures approval processes and committee roles and timelines.
- Strong proficiency with computer applications used for planning project tracking data analysis document preparation and collaboration.
- Ability to produce accurate high-quality work under pressure resolve operational issues and meet tight deadlines.
- Excellent organizational skills autonomy sound judgment and the ability to manage multiple priorities stakeholders and deadlines simultaneously.
- Excellent interpersonal and communication skills with a demonstrated ability to engage coordinate and support stakeholders from different sectors and levels of decision-making.
- Ability to exercise discretion and protect the confidentiality of sensitive information particularly in files submitted to governance bodies and senior management.
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 setting. 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 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.
Required Experience:
IC
📌 Lead Coordinator, Academic Affairs (Ottawa)
🏢 University of Ottawa
📍 Ottawa
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