Recruitment

The project is part of the Administrative Services Modernization Program.

It aims to review and improve the processes related to recruitment.

News and updates


Project purpose

In 2019, consultations on our financial functions, regarding human resources and procurement, highlighted the need to review and improve the University's administrative processes. In this sense, the Administrative Services Modernization Program was born. It oversees several projects including that of recruitment.

The current state of recruitment is seen as a transactional process with limited strategic direction that does not meet all of the needs of the hiring staff. The often complex rules, the duration and the inconsistency in the administration of the process as well as the inconsistency in the practices can have a negative impact on operations and ultimately lead to a negative experience for the candidate.

Goals

The Recruitment project aims to review and improve the recruitment processes for academic and administrative positions by focusing on the:

  • recruiting staff needs;
  • candidates' experience;
  • operating model;
  • Human Resources roles and responsibilities;
  • workforce attraction;
  • standardization and automation of processes while maintaining agility.

 


Project rollout

Phase 1 : Framing

This first phase was carried out at the beginning of the year 2020. The Work Breakdown Structure (WBS) was developed and the project scope was divided into smaller components identified as follows: 

  • Candidate Experience 
  • Talent Attraction 
  • Hiring Manager Experience 
  • Roles and Responsibilities 
  • Processes and System 
Phase 2: Design and planning

The project team defined what needed to be accomplished and mobilized the resources to participate in the progress for each component identified in the previous step. Since the recruitment of administrative and support positions is different from the recruitment of academic positions*, two working groups were created to analyze the specific nature of these two processes.  

*At this point in time, the academic recruitment process only includes the positions of term professors, regular professors, scholar-researchers and librarians. 

 

Phase 3: Carry out

Throughout 2020 and until January 2021, work continued with the working groups. These efforts helped us understanding the current processes in use, identify opportunities for improvement, and make recommendations based on industry best practices and the University's organizational context.  

Among the initiatives discussed, analyzed and to be implemented, here are the project initiatives that will be completed by this spring: 

New Careers website 

The Human Resources Talent Acquisition team and the Web Perspective team (Communications Directorate) are working on the creation of the future Careers site that will replace the current jobs page. As part of the development of the employer brand, this new site aims to make the University more appealing to the best talent, enhance the sense of belonging and ensure the retention of our workforce. 

Review of NJOYN   

Recruitment process for administrative and support positions  

The analysis on NJOYN has been completed and recommendations have been submitted to the vendor who is working on developing a new version that will better meet the needs of recruiters and hiring managers.  

Recruitment process for academic positions for term professors, regular professors, scholar-researchers and librarians. 

Recruiters will be able to benefit from NJOYN for the hiring of term professors, regular professors, scholar-researchers and librarians. The tool will also be implemented this spring. 

The final phases to come before the launching NJOYN 

During the months of March and April, for the administrative and academic processes, the project team and working groups will conduct user acceptance testing (UAT) and evaluate the functionalities proposed by the vendor. Prior to the launch of the tool, training will be offered to users with a recruiting role. Also, a variety of online tools will be created to support recruiting managers in using NJOYN. 

The participation of users who have or will have a recruiter role is essential to ensure that the solutions proposed for the administrative and academic recruitment processes are logical and effective in the eyes of all. 

The launch of NJOYN is scheduled for early May.  

 


Committees and groups involved

Project Sponsors
  • Karina Adams
    Associate Vice-President, Human Resources
  • Jules Carrière
    Vice-Provost, Faculty Relations
Project Steering Committee
  • Carl Bélanger
    Senior Adviser, Labour Relations
    Faculty Relations
  • Vicky Boulerice
    Project Manager, Administrative Services Modernization Program
    Financial Resources
  • Manon Dugal
    Senior Director and Strategic Initiatives
    Human Resources
  • Mylène Lepage
    Human Resources Manager
    Library
  • Alexandre Messager
    Human Resources Manager
    Faculty of Medecine
  • France Malette
    Chief Administrative Officer
    Faculty of Sciences
  • Gaby St-Pierre
    Director
    Co-op and Careers
Project Team

Core Team:

  • Vicky Boulerice
    IT Manager, Administrative Services Modernization Program
    Financial Resources
  • Maxime Joannisse
    Project manager, Administrative Services Modernization Program
    Financial Resources
  • Darlene Avelar
    Business Analyst, Administrative Services Modernization Program
    Financial Resources
  • André Lanthier
    Controller and Program Advisor, Administrative Services Modernization Program
    Financial Resources
  • Isabelle Larivée
    Communications and Marketing Coordinator, Administrative Services Modernization Program
    Financial Resources
  • Cécilia Geldrez
    Application Manager HR, PC and FA
    Information Technology
     

Academic Processes

Administrative Processes

  • Louise Desjardins
    Chief Administrative Officer
    Telfer School of Management
  • Trixi Magyar
    Senior Advisor, Academic Labour Relations
    Faculty Relations
  • Sylvie Desrochers
    Human Resources Manager
    Faculty of Social Sciences
  • Line Roy
    Assistant to the Dean, Academic Human Resources
    Faculty of Engineering
  • Valérie Bourbonnais
    Assistant Director, Strategic Services
    Research Management Services
  • Édith Legault
    Executive Assistant to the Dean
    Faculty of Science, Faculty of Science General Admin.
  • Kelly Ryan
    Human Resources Assistant
    University of Ottawa Library
  • Audrey Patry-Moncion
    Executive Assistant and Dean's Office Coordinator
    Faculty of Arts

 

 

 

  • Jennifer Edwards de Becerril
    Senior Advisor, Talent Acquisition
    Human Resources
  • Emmanuel Clersaint
    Specialist, Talent Acquisition
    Human Resources
  • Annie Ouellette
    Manager, Talent Acquisition
    Human Resources
  • Mélissa Lamoureux
    HR Business Partner
    Human Resources
  • Diane Comtois
    Human Resources Generalist
    Faculty of Engineering
  • Pasquale Donovan
    Human Resources Generalist
    Faculty of Medicine

 

 

 

 

 

 

 

 


Additional information

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Questions or comments

If you have any questions, email Maxime Joannisse, Project manager.

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