Administrative and Digital Content Assistant

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Job Number:  J0524-0100

Job Title:  Administrative and Digital Content Assistant

Job Type:  Continuing Full Time

Department:  Civil & Environmental Engineering

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  13/05/2024

Closing Date (dd/mm/yyyy):  22/05/2024

Salary (with Salary Rate):  59,382.00 - 64,850.00/Year

Employee Group:  CUPE 2424

Salary Level:  7PE

Hours Per Week:  35

Date Position Available:  20/05/2024

Carleton University is situated on unceded Algonquin territory and bordered by the Rideau River and the Rideau Canal, a UNESCO World Heritage site, in Ottawa, Ontario. The university is just minutes from the heart of our nation's government and G-7 organizations and this capital advantage provides opportunities for staff and faculty and students to make a positive impact in our community and around the world.

Named a Top 100 Employer in 2023 and 2024, and a National Capital Region Top Employer for 10 consecutive years, Carleton University is one of Canada’s most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university’s smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. At Carleton, we are committed to fostering an innovative, equitable and welcoming work environment. Carleton is also a nationally certified Healthy Workplace and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence and Platinum Level Certification for Mental Health at Work.

The university’s Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values.

Under the supervision of the Departmental Administrator and under the general direction of the Chair, the incumbent performs a variety of administrative duties that require initiative, tact, judgment and confidentiality.

The incumbent provides administrative support for the management of teaching and research assistants; coordinates office assignments of graduate students, research assistants, post-doctoral fellows, and visiting researchers; compiles student applications for external awards such as OGS and NSERC awards, endowment awards, travel research bursary; and assists with administrative duties.

The incumbent assists with departmental promotions and publicity activities, including events, guest speakers and social media; coordinates special events such as John Adjeleian lecture, Deans honor list reception, academic orientation, and in-person and online student-related events. The incumbent also maintains and updates all aspects of the Departments website and social media accounts.

The incumbent; responds to all front counter inquiries and directs individuals to the appropriate staff or faculty member; answers and directs telephone inquiries; distributes mail and deliveries received in the Department’s Main Office.

The incumbent assists faculty members with purchasing, reconciling university-issued credit cards, and travel and expense submissions; and maintains and budgets departmental supplies.

The incumbent assists the Chair/Administrator with special projects and/or assignments related to the department as required; monitors the Departmental email addresses including Chair, Hiring, and Admin; assists when required with the operational needs of the department and performs other administrative duties in peak periods and/or in the absence of administrative staff, as well as performs other related duties as required.

The incumbent must possess the following qualifications:
• Thorough knowledge of office procedures, including familiarity with teaching assignments and coursework.
• Excellent typing, organizational, and interpersonal skills.
• Ability to effectively and tactfully communicate with faculty, students, staff, and the public.
• Proficiency in using current technology, including Outlook, Microsoft Office, Adobe Professional, and university-specific systems and applications.
• Participation in university-hosted workshops to update skills.
• Strong organization skills with the ability to prioritize tasks and meet deadlines.
• Effective interpersonal and communication skills for interaction with faculty, students, administrative staff, and the public.
• Capacity to handle multiple tasks simultaneously while providing support to departments, staff, faculty, and students.
• Attention to detail and precision.
• Experience in website maintenance.
• High proficiency in Word, Excel, PowerPoint, and Outlook.
• Knowledge and experience with paper and electronic filing and record-keeping.
• Thorough understanding of policies and procedures related to graduate studies.
• Familiarity with student functionality in BANNER and other university applications such as EShop and the Travel & Expense system.
• Preferred experience in event management.
• Problem-solving skills and ability to work under strict deadlines.
• Effective teamwork abilities.
• Clear and prompt communication with others, including responding to requests and inquiries from staff.
• Ability to communicate effectively using social media.

The above is normally acquired through the completion of:
• The completion of a three year diploma or university degree.
• Minimum of three years of progressive administrative experience, including a minimum of one year in a post-secondary setting (or an equivalent combination of education and experience).

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

This position is regularly required to work on campus in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements. You are required to follow all University policies and directives, including to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.

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