Departmental Administrator

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Job Number:  J0424-0095

Job Title:  Departmental Administrator

Job Type:  Continuing Full Time

Department:  Electronics

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  17/04/2024

Closing Date (dd/mm/yyyy):  25/04/2024

Salary (with Salary Rate):  73,218.00 - 80,085.00/Year

Employee Group:  CUPE 2424

Salary Level:  9PE

Hours Per Week:  35

Date Position Available:  01/07/2024

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.

Reporting to the Chair, the Departmental Administrator is required to independently oversee the unit’s financial resources, the supervision of support staff, and the general administration of the department. The incumbent provides confidential administrative services to the Chair, advises and makes recommendations on matters of academic regulations, staffing management, university policy, and the provisions of collective agreements as they impact on the operations of the department. The Department Administrator has primary responsibility for preparing statistics and overseeing the management of data for Canadian Engineering Accreditation Board (CEAB) purposes. The administrator is a primary contact person for potential students, current graduate and undergraduate students, responding to queries and giving advice on registrarial matters. The Departmental Administrator also serves as liaison officer on behalf of the department with external research funding agencies.
The incumbent oversees the Graduate Administrator (in administration of the graduate program in consultation with the Department Associate Chair, Graduate Studies) in maintaining academic records for graduate students; informing students and prospective students on matters pertaining to course/program selection and academic regulations.
The incumbent oversees the Administrative Assistant (in administration of the undergraduate program in consultation with the Associate Chair of Undergraduate Studies) advising undergraduate students with their programs, assisting with the submission of scholarship nominations and offering support to the members of the Department including preparing material for CEAB.

The incumbent must possess the following qualifications:
• Competence in university administrative systems, including BANNER, scheduling, Carleton Central, FAST, and NJOYN.
• Proficiency in staying current with computing hardware and software technologies.
• Strong analytical skills for data analysis and manipulation to meet diverse requirements.
• Ability to take thoughtful, independent action for efficient task execution.
• Self-motivation and capacity to work under pressure while meeting deadlines.
• Excellent interpersonal skills and decisive decision-making abilities.
• Thorough understanding of office procedures, management principles, budgeting, record-keeping, problem-solving, supervision, and administration.

The above is normally acquired through the completion of:
• Completion of a university undergraduate degree.
• At least 5 years related experience, with some experience in a university setting, preferably in a position of responsible financial administration, 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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