Senior Coordinator, Academic Administration

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Posting Reason:

New 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:

Graduate and Postdoctoral Studies Academic Services

Campus:

Roger Guindon Hall

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2026/10/05

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

2026/10/16

Hours per week:

35

Salary Grade:

SSUO Grade 08

Salary Range:

$68,149.00 - $86,083.00

• About the Faculty of Medicine
• Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.

Position Purpose:

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.

Typical Accountabilities:

Admissions:

Oversee the admission process for programs under the incumbent’s responsibility. This includes developing, evaluating and providing front-line services and information for potential students in order to determine needs and advise them on program options, admission scholarships and admission requirements based on their previous education and career goals.

Analyze and prepare admission files according to University requirements and ensure all conditions are met. Check accuracy of student status lists and make any necessary corrections. Determine eligibility of applicants, prepare files for evaluation by admission committees and manage entry of evaluation committee recommendations.

Calculate admission averages for Canadian and international students using University standards. Act as a resource person for files related to Canadian and international students, check university accreditations and authenticity of documents submitted for student applications and remove admission conditions at the appropriate time. Determine eligibility of applicants based on averages calculated and refuse applications that do not meet the minimum average requirements.

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. 9. 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.

Grants and Scholarships:

Coordinate the internal and external scholarship evaluation processes and provide academic units with assistance in interpreting academic regulations. Evaluate and prepare files for external scholarships according the requirements of the funding organization or agency and prepare files for review by the scholarship committee. Calculate averages as required by the granting agencies.

Provide applicants with information on criteria for admission scholarships, scholarships and bursaries offered by the Faculty and grants offered by funding agencies (OGS, SSHRC, CIHR, NSERC). Together with the chairs of graduate studies, organize information sessions for students about the various scholarships and other funding available.

Gather the necessary documents for evaluating faculty scholarships and other types of funding as well as the information required once the funding has been awarded. Help students complete their travel claim form, if applicable. 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.

Knowledge, Experience and Skills:

Essential Qualifications:

• •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

Other Qualifications:

• •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