Graduate Studies Administrator

About the Faculty of Social Sciences

The Faculty of Social Sciences (FSS) comprises nine departments, schools, and institutes offering undergraduate, master's, and doctoral programs in both English and French. With 10,000 students, 260 full-time professors, and a wide array of programs and research centers, the Faculty plays a key role at the heart of the University of Ottawa. Graduate students are mentored by excellent researchers, undertaking cutting-edge research within the Faculty's master's and doctoral programs. With approximately 100 administrative staff, the Faculty prides itself on offering a collaborative work environment that inspires new ideas, encourages creative ingenuity, and fosters excellence.

Position Objective

Welcome and inform students about graduate programs, regulations, and procedures. Perform a variety of academic and administrative activities in accordance with the academic unit, faculty, and university regulations and procedures.

Provide courteous and prompt service that promotes a positive image of the University of Ottawa to internal and external clients, thus contributing to the university experience. This position may be assigned to different units to help fill temporary vacancies.

Key Responsibilities of the Graduate Studies Administrator

• Reception Services: Provide frontline services to students, professors, and external parties. Identify student needs to inform future students about study programs and various university processes and services. Inform students and professors about academic and administrative procedures and regulations. Responsible for the unit's generic email inbox and Talisma account.
• Academic Progression: Analyze academic records, service requests, course changes, and cancellations. Enroll graduate students, if necessary. Inform students about the comprehensive exam process, thesis projects, dissertations, theses, and other service requests. Verify and approve final course grades, coordinate teaching and course evaluations, special bookings, and, if necessary, schedule modifications.
• Theses: Inform students about procedures and regulations for thesis submission for evaluation. Coordinate the evaluation and defense process for graduate students. Coordinate sponsored account creation for external examiners, communications with the thesis committee, and receipt of thesis evaluation reports. Organize thesis defenses.
• Deferred Exam Coordination: Receive and process all deferred exam requests. Coordinate the deferred exam process.
• HR Operations: Participate in the recruitment and staffing process for regular and part-time professors in accordance with APUO and APTPUO collective agreements. Prepare postings, offers, and contracts for part-time professors.
• Management of Teaching Assistants and their Obligations: Participate in the recruitment and staffing process for teaching assistants by preparing postings, offers, and contracts in accordance with the CUPE collective agreement.
• Financial Resources: Prepare reimbursement requests, invoice payment requests, and order supplies.
• Unit Outreach: Support the preparation of activities, such as conferences and seminars, by ensuring necessary logistics. Update the unit's website in compliance with accessibility standards.

What You Will Bring

• Knowledge of administration normally acquired through post-secondary education or equivalent experience.
• At least two (2) years of proven experience in a similar role.
• Experience in frontline customer service.
• Knowledge of university structure and regulations.
• Experience interpreting, explaining, and applying regulations and procedures.
• Experience analyzing records and procedures.
• Experience using computerized systems: word processing, database, spreadsheet, email, internet, web content management, as well as academic and financial systems.
• Ability to produce high-quality work and meet tight deadlines.
• Bilingual administrative writing experience.
• Experience working under pressure and organizing work.
• Strong interpersonal and communication skills.

University of Ottawa Key Competencies

These competencies are required for all University of Ottawa staff members:

• Planning: Establish a series of measures or events to achieve an objective or project. Plan and organize one's work and priorities in the context of normal daily activities.
• Initiative: Demonstrate initiative and creativity to suggest improvements and produce positive results. Be proactive and resourceful. Be available and willing to go above and beyond as much as possible.
• Customer Service Focus: Help or serve others to meet their needs. Anticipate and target the needs of internal and external clients, and find solutions to meet them.
• Teamwork and Cooperation: Cooperate and collaborate well with other team members to achieve common goals. Accept and provide constructive criticism. Know how to modify one's behavior to achieve team goals.

Key skills/competency

• Student Advising
• Academic Administration
• Graduate Program Support
• Thesis Coordination
• Exam Management
• HR Processes
• Financial Requisitions
• Web Content Management
• Bilingual Communication (French/English)
• Data Analysis