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Academic Services Coordinator (Graduates Studies)

Faculty of Law (Civil Law) - N/A

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Job Type: Temporary Assignment or Contract

Open Positions: 0

Posting Date: March 13, 2014

Closing Date: March 23, 2014

Union affiliation: SSUO

Job Reports To: Assistant Dean, Graduate Studies

Salary (Grade: 08)

Hiring salary range

Position Purpose

Coordinates and performs various tasks related to academic affairs of graduate studies in law, in accordance with the procedures and academic regulations of the Faculty of Law and the Faculty of Graduate and Postdoctoral Studies (FGPS). Under the supervision of the Assistant Dean of Graduate Studies in Law (a sector which falls under both sections of the Faculty of Law: Civil Law and Common Law), oversees all operations pertaining to admitted students, from the first registration to graduation. Acts as the resource person for all academic questions (graduate studies in law), including applicable regulations and procedures. Greets and advise students, ensuring courteous and timely service in accordance with reception standards, project a positive image of the University of Ottawa with all clientele. Finds solutions to problems presented by clientele. Collaborates closely with the Assistant Dean of Graduate Studies in Law, the undergraduate academic administration, all faculty members who teach or supervise graduate students, and the FGPS, in all aspects of the job.

Essential Qualifications

Knowledge of graduate programs, academic services and academic regulations, typically acquired through postsecondary education or equivalent experience;
Knowledge of the structure of the University and the Faculty, of available services, of academic regulations and procedures;
Experience in academic counselling, in order to advise and counsel the student clientele;
Experience in managing academic operations;
Experience in interpreting, explaining and applying regulations and procedures;
Experience in analyzing academic files; aptitude for identifying problems and suggesting solutions;
Experience in project management;
Experience in client service in the context of providing academic assistance;
Experience in bilingual administrative writing;
Ability to understand and interpret the needs of the student population;
Experience using information systems and software such as Windows, word processing, databases, Excel, e-mail, Internet, Adobe, as well as a thorough knowledge of the University’s student information system (SIS);
Aptitude for teamwork;
Strong communication skills, in interpersonal interactions and in the resolution of problems;
Strong organizational skills, ability to work under pressure and meet strict deadlines;
Bilingualism – French and English (spoken and written); to be considered for this position, candidates must be rated at the intermediate or advanced proficiency level 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.

Key competencies required at the University of Ottawa:
Planning: Organize in time a series of actions or events in order to realise 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.


Temporary assignment or contract until July 31, 2014, with possibility of renewal. Eligibility to benefits and union affiliation will be determined upon hiring

Applications from employees holding regular positions part of the bargaining unit SSUO will be considered first. The University also accepts external applications; they will be considered in second place.
To obtain a temporary assignment, internal candidates must receive approval from their immediate supervisor.

Schedule with an average of 35hrs/week.

CODL certificates can be considered an asset. Don’t forget to add them to your resume.

We thank all candidates for applying. We will only contact candidates selected for further consideration.

If you are invited to continue the selection process, please notify us of any particular adaptive measures you might require. Any information you send us will be handled respectfully and in complete confidence.
Remember to upload a current version of your CV into the My documents section of your career profile (please include the job ID number, i.e. J0314-0378, in the title of your document).

Thank you for your interest in a position with University of Ottawa. This posting has now closed. To view our current available career opportunities, please visit our Career Opportunities page.