Intermediate Specialist, Academic Advising

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

18

Job Family:

Academic Advising

# of Open Positions:

1

Faculty/Service – Department:

Dorra Jemail

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

mai 15, 2025

Applications must be received BEFORE:

mai 26, 2025

Hours per week:

35

Salary Grade:

SSUO Grade 10

Salary Range:

$80 942,00 – $102 245,00

About the Telfer School of Management

The Telfer School of Management at the University of Ottawa is located in the heart of Ottawa and is the proud academic home of some 4,300 students,200 faculty members, over 100 staff members, and over 30,000 alumni.

At Telfer, everything we do from teaching to research, to policy advice is firmly aligned with helping Canada reach its potential. We believe that better business practice means a better Canada and that a better Canada means a better world.

Position Purpose:

To provide the support necessary to ensure student requests are assessed, routed, eligible and processed respecting policies and processes. Certify the integrity and quality of publications created for the university community and the general public. Execute various administrative tasks, such as approving requests, completing forms and monitor various processes, and perform follow-ups with students and departments to monitor progress and enhance student retention objectives and create an exceptional student experience. Provide guidance and advice to students on academic development, such as course selection, modification to selected program of study, etc.

In this role, your responsibilities will include:

Academic Development and Student Retention

• Assess student needs: Review the identification, interpretation, analysis and detection of student needs and ensure they respect the University’s and the Faculty’s processes. Consult with colleagues and periodically meet with students to further explore their needs.
• Follow-ups: Ensure follow-ups are done to monitor and support student progress and ensure the appropriate corrective measures are taken as necessary to enhance student retention.

Operations Management

• Admission: Ensure all student files for students with conditional acceptance and/or equivalences are analyzed, reviewed and tracked. Execute the necessary processes with other departments and faculties to finalize and update files.
• Modification to the program of study: Analyze and scan student files to determine their eligibility to their chosen program of study. When eligible, complete the proper paperwork and expedite the request with the appropriate departments and faculties.
• Course selection and registration application process: Review each request pertaining to course selection and registration applications and validate their eligibility. Complete the necessary forms and take necessary steps with the appropriate departments and faculties to finalize the eligible requests.
• Academic performance: Review file evaluations pertaining to academic performance. Consult with students to monitor their performance and satisfaction with their program of study. Identify at risk students by evaluating academic performances (ex. grades) and other indicators of academic performance and assign student files to the Chief of Academic Development and Student Retention.
• Retention: Review the list identifying students experiencing academic difficulties and/or other issues. Validate that processes and procedures to identify these students at risk were properly assessed according the department guidelines. Identify approaches to improve student retention rates and communicate with colleagues to initiate a course of action.
• Student mobility (permission letters, agreements, etc.): Approve course selection and ensure support and follow-ups during the entire process to provide timely responses. Validate the accuracy of information and finalise files (ex. allocation of credits received, exceptions to files entered into the system and updated in Rabaska, etc.). Establish and maintain a close collaboration with partners (ex. International Office, students, professors, host institutions, enrolment management, etc.) to ensure an integrated approach and quality of services.
• Scholarships and awards: Promote scholarships and awards to the student population by keeping them informed and making sure they have access to the relevant sources of information. Evaluate scholarship and award submissions using pre-established criteria.
• Graduation: Ensure that the primary file evaluations are accurate and executed appropriately. Ensure the integrity of data by reviewing data and investigating anomalies. Follow-up with students and perform the final file evaluations.
• Other programs or associations: Review the established eligibility of students. Ensure that a close collaboration with other associations, such as COOP and Immersion, is established and maintained in order to provide an exceptional student experience.

Communication and liaison

• Integrity of published data (yearbooks, prospectus, Rabaska): Ensure that the dissemination of the overall publications aimed at the university community and general public are accurate and of the highest quality. Establish and maintain a relationship between the Communications and Marketing Office and the Undergraduate Studies Office to facilitate efficient processes and effective publications.
• Communication with university community: Act as an expert-advisor to the university community and external partners by connecting with students and other parties for the purpose of providing guidance on academic experience and development.

What you will bring:

• Bachelor’s degree in education or a related field
• Experience in the education field or academic advising or a combination of both
• Knowledge of academic programs (ex. regulations, degree requirements, prerequisites and course descriptions) at the high school, college, undergraduate and postgraduate levels
• Strong knowledge of and experience interpreting, communicating and applying processes, policies and methods to individual cases varying in complexity
• Experience providing client service
• Experience developing strategies and activity plans for students
• Experience researching, analyzing data and writing administrative reports
• Experience revising texts and publications
• Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access), word processing, Windows and Internet
• Experience in mentoring and/or coaching an asset
• Strong communication skills
• Ability to solve problems, make fast decisions and negotiate with students
• Organizational and analytical skills, attention to detail and ability to work within tight deadlines
• Listening skills and strong work ethic
• Judgment, independence, diplomacy and discretion
• Bilingual – French and English (spoken and written)

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.

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