Academic Affairs Assistant

Updated: 29 days ago
Deadline: 27/09/21; 27/09/2021

TERM Assignment:

Carleton University also welcomes applications from continuing employees. If a Continuing employee is the successful candidate, this assignment will be considered a Term Assignment, and the successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.

Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.

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.















Duties and Responsibilities:

Reporting to the Executive Assistant to the Dean, the Academic Affairs Assistant will provide administrative support to the Associate Deans of Research and University Affairs, Recruitment and Retention, Graduate Affairs, and EDI, and the Executive Assistant to the Dean.

The position is one of two front-office positions in the Dean’s office responsible for receiving visitors, responding to/or redirecting telephone and e-mail inquiries, and relaying messages, as required.

In addition, the incumbent will assist the Executive Assistant to the Dean in the coordination of the activities of the Committees chaired by the Dean, namely, the Chairs and Directors Committee and the Health and Safety Committee, and in the maintenance of the Dean’s schedule, as requested.


The incumbent must possess the following qualifications:
• A general knowledge of university structure and its services is required as well as advanced computer skills and flexibility with regard to work time.
• Excellent organizational skills.
• Ability to adhere to deadlines effectively with limited supervision.
• Ability to establish priorities.
• Thorough knowledge of University and administrative policies ability to define and resolve problems.
• Ability to meet and deal with people at a senior level.
• Ability to handle confidential information.
• Ability to adhere deadlines effectively with limited supervision.
• The incumbent must have excellent English communication skills (written and oral), word processing and research skills, the ability to effectively take notes and prepare minutes of meetings, proficiency in spreadsheet and database programs.
• This position requires a high level of professional maturity with proven procedural and administrative skills.
• Specifically, the incumbent will have expertise in the use of Microsoft Word, Access, Excel, PowerPoint, BANNER (the University Student Database System and FAST), and other web based applications related to academic administration.

Education and Experience:

The above is normally acquired through the completion of:
• A three year College diploma or University undergraduate degree.
• Three years of administrative experience, preferably in a postsecondary environment with experience at a progressive senior secretarial/administrative/financial assistant level.

HR Note:

Carleton University and CUPE 2424 re currently completing a joint job evaluation and pay equity project. The University and the Union are working together to describe the skills, effort, responsibilities and working conditions associated with every CUPE 2424 job, including this one. As a result, the job description that is currently associated with this posting (for recruitment purposes) may be revised to reflect the actual duties captured in the new job descriptions.

By applying for this job you are acknowledging that the actual duties associated with this job may differ somewhat from those identified in the job posting and that you will agree to perform the duties of this job as determined through the joint job evaluation process.

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.

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