BEKH Project Administrator (Research) (Grant-Funded Opportunity)

Please note applications will be reviewed on an ongoing basis and the position may be filled prior to the posting end date.

Job Number:  J0224-0210

Job Title:  BEKH Project Administrator (Research) (Grant-Funded Opportunity)

Job Type:  Grant Appointment

Department:  Faculty of Sprott School of Business

Job Category:  Research

Number of Positions:  1

Date Posted (dd/mm/yyyy):  13/02/2024

Closing Date (dd/mm/yyyy):  08/03/2024

Salary (with Salary Rate):  27,000.00 - 30,000.00/Year

Assignment Duration From:  26/02/2024

Assignment Duration To:  28/03/2025

Employee Group: 

Salary Level: 

Hours Per Week:  20

Date Position Available:  26/02/2024

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.

Job Summary
The Dream Legacy Foundation (DLF) and Carleton University Sprott School of Business and Black Entrepreneurship Knowledge Hub (BEKH) is a critical national network of research hubs involved in community-based research, with a mission to improve the lived experiences of the Black community. Through collaboration with a network of multidisciplinary researchers and in linking these with community-based researchers and practitioners and by adopting a regional community-based strategy, the BEKH will co-create and co-generate research that will deliver important knowledge, insights and outcomes that resonates with the local regional needs of Black entrepreneurs, community members and organizations across Canada.

To accomplish this important mission, the BEKH seeks applications for the position of Project Administration (Research) to support the activities of the BEKH Central Hub. The position will be based in the Central Hub in Carleton University’s Innovation Hub and will work closely with the Dream Legacy Foundation (DLF), the BEKH Directors, Regional Hub leads, the Sprott School of Business, Innovation Hub staff, the BEKH Advisory Board and the BEKH Research Advisory Committee to ensure that the BEKH fulfils its national mandate and objectives and its commitment to Black entrepreneurs, community members and organizations across Canada. Reporting to the BEKH Research Program Manager, the Project Administration (Research) position is responsible for providing essential administrative support the Central Regional Hub while working collaboratively with DLF, regional hubs and community partners.

Key Accountabilities
Administrative
• represents the unit by serving as its initial interface with stakeholders via email, phone, or in-person
• provides administrative support to the BEKH
• coordinates the schedule and meetings of the BEKH
• Input POs and invoices for payments in eshop and run financial reports in fast
• facilitates travel/expense support
• maintains the general office filing system in electronic form
• writes and formats documents including acknowledgments, reports and/or confidential correspondence in support of BEKH
• maintains an inventory of office supplies and coordinates to obtain items, including stationary supplies (letterhead, envelopes, etc.)
• reports problems to Manager, Academic Operations and building authority for general facilities management concerns
• handles the photocopying and printing of correspondence, reports, and a variety of materials as required
• arranges the schedule of BEKH meetings, handles the reservation of various equipment
• reserves rooms for breakouts, meetings, symposia, etc.
• schedules, coordinates, and leads quarterly reporting meetings
• schedules, coordinates, and attends monthly meetings Regional Hub meetings and prepares minutes
• distributes parking passes and taxi chits for visitors to the BEKH
• handles and prioritizes the incoming and outgoing mail and packages and services as required
• contacts and coordinates with other departments on campus and Regional Hub representatives when required
Event Coordination
• manages event coordination, including collating costs, contracting services, registration management
• provides support on planning, organizing, and promoting BEKH projects and/or events including the compilation of invitation lists, preparing mailings, personalized letters, compiling RSVPs, preparing name tags, booking venues/meeting rooms, catering orders, coordinates room and equipment booking and assists at events

The incumbent must possess the following qualifications:
Core Knowledge
• knowledge of office practices
• knowledge of current office computer applications such as Word, Excel, Access, and Outlook as well as office productivity software and databases, internet browsers and search engines, discipline-specific software, enterprise software and technology devices is essential
• knowledge of the lived experiences of Black entrepreneurs, community members and organizations an asset
• bilingualism is an asset
Skills
• excellent interpersonal and communication skills
• strong organization and administrative skills; must have the ability to organize work effectively in a fast-paced office environment, set priorities and meet strict deadlines with minimal supervision
• accuracy and attention to detail in all aspects of work is essential
• excellent time management skills and the ability to prioritize work
• ability to act with discretion, tact and diplomacy when dealing with staff, faculty, partners, colleagues, and the public
• demonstrated experience working in a highly collegial, team environment
• demonstrated excellence in customer service including experience working in a public service area

The above is normally acquired through the completion of:
• One to two years of relevant and progressively more responsible administrative experience.
• Minimum of successful completion of an administrative diploma program or related discipline from a recognized college or post-secondary educational institution or equivalent.
• An equivalent combination of education and experience will also be considered.

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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