Administrative Assistant

Please note that the position is not eligible for Flexible Work as it requires on-campus presence 5 days of the week due to the operational responsibilities of the role.

If you are an internal applicant, please make sure to update your current union status in your candidate profile each time you apply for a vacancy. Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.

Job Number:  J0324-0176

Job Title:  Administrative Assistant

Job Type:  Continuing Full Time

Department:  Sociology & Anthropology

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  26/03/2024

Closing Date (dd/mm/yyyy):  04/04/2024

Salary (with Salary Rate):  53,769.00 - 58,682.00/Year

Employee Group:  CUPE 2424

Salary Level:  6PE

Hours Per Week:  35

Date Position Available:  03/06/2024

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.

As one of the 2023 Top 100 Employers in Canada and one of the National Capital Region’s Top Employers for nine 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.

Working under the day-to-day supervision of the Departmental Administrator, the Administrative Assistant is responsible for providing a range of administrative supports to the Department of Sociology and Anthropology’s students, student clubs and societies, faculty, and staff as well as a range of internal and external stakeholders.

The incumbent is generally the initial point of contact that stakeholders have with the Department. They provide in-person, email and telephone support, and respond to all general questions received from faculty, staff, visitors, and the public, as well as field queries relating to undergraduate, graduate and prospective students. The incumbent remains current on changing registration and exam schedules and other important university news, dates and deadlines to respond to inquiries effectively and accurately.

The Administrative Assistant provides general office support including reception services, coordination of incoming and outgoing correspondence and deliveries, assisting faculty and staff with their administrative needs, monitoring and ordering general office supplies, maintaining filing systems, supporting the purchase and secure storage of exam materials and space needs within the Department.

Other responsibilities include coordinating the collection and review of course outlines and Student Experience Questionnaires, providing logistical and other support for events, as well as providing support to administrative colleagues and faculty members in the Department during peak periods. This position requires the ability to work as a team member in combined efforts to meet deadlines and emergencies. Superior interpersonal skills are required in this diverse environment.

The incumbent must possess the following qualifications:
• Excellent skills in the manipulation of electronic database and software applications including Word, Excel, FoxIt, PowerPoint, Infosilem, Outlook, Banner, and WordPress.
• Basic website maintenance skills and advanced knowledge of search engines and web search techniques.
• Ability to adapt to a continually changing electronic environment.
• Must have superb verbal and written communication skills and the ability to professionally represent the Department and deal effectively with faculty, contract instructors, students, staff and the general public.
• Ability to work with minimal supervision, respond independently to queries and resolve problems.
• Thorough knowledge of administrative and office procedures.
• Ability to organize work effectively, set priorities and meet strict deadlines with minimal supervision.
• Excellent time management skills are required as well as the ability to simultaneously work on several tasks with pressures of multiple demands and changing priorities.
• Excellent customer service skills, along with the ability to act with discretion, tact and diplomacy when dealing with staff, faculty, contract instructors, students and the public.

The above is normally acquired through the completion of:
• Two years of post-secondary education.
• Three years of related administrative office experience, preferably in an academic environment.

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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