University of Ottawa
The University of Ottawa is home to over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroads of cultures and ideas, where bold minds come together to inspire game-changing ideas. We are one of Canada’s top 10 research universities—our professors and researchers explore new approaches to today’s challenges. One of a handful of Canadian universities ranked among the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from across the globe. Our employees come together around the shared purpose of constant improvement, personal development, service excellence, teamwork and a passion for learning with a desire to make uOttawa and the world a better place. Everyone’s contributions are valued, we all play a part in making uOttawa a world-class institution. Most importantly, we make it possible for you to achieve your full potential. Because at uOttawa, you belong!
Position purpose:
Reporting to the Liaison Manager, Canadian Market, the Prospective Student Services Coordinator (PSC) is responsible for ensuring that all services to prospective students and their stakeholders under her/his purview (enquiries, campus tours, telecounselling, on-campus events, etc.) are managed so as to meet the needs of the various clienteles. In collaboration with the Liaison Office manager and the Liaison Officers, the incumbent is responsible for maintaining, developing and coordinating the activities, events and projects related to services offered to prospective students and their stakeholders; ensures that an effective communication and administrative support system is in place to provide a high standard of service to all Liaison Office clients; oversees the data analysis and production of reports that are of significant strategic value in the activities of the Liaison Office. The incumbent provides managerial leadership to two support staff and a team of more than thirty student ambassadors (Work-Study Program).
This position involves important and direct ties with prospective students, guidance counselors, schools, faculties, services and the general community. The Prospective Student Services Coordinator represents the University of Ottawa as an expert. The incumbent’s role is essential to maintaining a positive reputation for the University of Ottawa.
In this role you will:
Be responsible for the Student Ambassador Program of the University of Ottawa and, in both official languages, ensure that the program meets the recruitment strategy of the SEM Service. Promote the Student Ambassador Program in order to attract strong candidates. With the help of the Head Ambassador and the Assistant Head Ambassador, lead the selection process, prepare and conduct the interviews.
Plan, coordinate, and manage the daily campus tours given to prospects, candidates, admitted students and their parents. In collaboration with the Liaison Office managers, keep abreast of the clientele needs and develops personalized campus tours in order to meet these needs.
Recruit, train and supervise the Prospective Student Advisor who responds and follows up on phone calls and communications from students and their stake holders. Ensure that their questions and queries are answered in detail via telephone, email, by mail and in person (questions regarding admissions, special events, liaison school visit scheduling, special requests, campus visits).
What you will bring:
Knowledge of marketing, public relations and/or communications or a combination of studies and experience
Experience in public relations, communications or liaison as to maintain effective relationships with educational personnel, parents, students and other university sectors
Knowledge of the Canadian secondary and post-secondary education systems as it pertains to 16-22 year olds and the work force
Extensive knowledge of the University of Ottawa, its programs, services and administrative procedures
Experience in client services as a resource person. Ability to understand and maintain a vast amount of detailed knowledge
Ability to work independently by doing research via the web, telephone and in person to respond to important questions and inquiries
Ability to work under pressure in a team environment using positive interpersonal relations and good communication skills
Demonstrated leadership skills and experience in human resources management and training
Experience in project management and event coordination. Strong organizational skills
Experience in the development of promotional materials (web content, publications, brochures, promotional items)
Experience in computer software packages that include: word processing, data base creation and management, presentation software, email and Internet, CRM (Talisma) an asset
Bilingualism (spoken and written) including bilingual administrative writing experience in French and Englis
Bilingualism: French and English (spoken and written); to be considered for this position, 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.
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 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.