Administrative and Digital Content Assistant

Updated: 3 months ago
Deadline: 10/04/22; 10/04/2022

Career Development Assignment (CDA):

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.

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.
















About Carleton University

Carleton is a smart, caring and connected community that inspires and empowers individuals to become change leaders who drive impact in the world. Carleton's faculty and staff strive to provide a superior learning experience for our learners who hail from every province and from over 100 countries around the world. Situated on a beautiful campus bordered by the Rideau River and Canal, Carleton is just minutes from the heart of our nation's government and enjoys easy access to the many organizations, associations and businesses which thrive in Ottawa.

Duties and Responsibilities:

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.
• Familiarity with teaching assignments and course work.
• Excellent typing.
• Ability to deal effectively and tactfully with faculty, students, staff and the public is a necessary requirement.
• Required to use and adapt at current technology including Outlook, Microsoft office, Adobe Professional, the University’s current systems and other applications as required.
• Required to partake in appropriate workshops hosted by the university to update skills.
• Excellent organization skills with the ability to effectively prioritize tasks and achieve given deadlines.
• Strong interpersonal and communication skills are required to effectively communicate with faculty members, students, administrative staff and the general public.
• Strong interpersonal skills and have the ability to handle multiple tasks simultaneously while providing mutual support to department, staff, faculty and students.
• Attention to detail and precision is essential.
• Experience in website maintenance.
• High level of proficiency with Word, Excel, PowerPoint and Outlook.
• Knowledge and experience with paper and electronic filing and record-keeping.
• Thorough knowledge of policies and procedures related to graduate studies.
• Excellent organizational skills; ability to set priorities, work under pressure, and deal effectively with people while maintaining confidentiality of student, faculty, and staff records.
• Thorough knowledge of the student functionality in BANNER and other University applications such as EShop, Travel & Expense system.
• Some event experience is preferred.
• Ability and willingness to solve problems as they arise, and the capacity to work under strict deadlines.
• Ability to work as an effective team member.
• Ability to communicate coherently and promptly with others, and respond well to requests and inquiries from other staff.
• Ability to communicate effectively using social media.

Education and Experience:

The above is normally acquired through 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).

HR Note:

Carleton University and CUPE 2424 are 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.

Important Note Regarding Pandemic Related Operations:

This position is required to work on campus. Exceptionally, since March 2020, many staff and faculty at Carleton University have been working from home in order to comply with public health requirements while continuing to provide services to support the operational functioning of the university. We are currently in the process of identifying positions that need to work on campus as part of our return to campus process. This position may be required to work temporarily remotely due to public health requirements or it may have been identified as one of the roles that are required to work on campus. If this position is required to work on campus, the successful candidate will be informed of the health and safety measures that are in place to ensure their safety on campus. If there is a requirement to work remotely (it is possible that there could be a requirement to work both remotely and on campus), the successful candidate will work with the manager to set up a remote work environment including discussing appropriate technology and requirements. Please note that once public health requirements permit, Carleton University will resume normal on campus operations and at that point there will be a timely notification provided by the manager and the requirement to working full time physically onsite will resume. Therefore, we are looking for candidates currently in or looking to relocate to the Ottawa area.

Additionally, Carleton University is continuing to maintain a safe work environment and requires mandatory vaccination against COVID-19 as per Public Health recommendations under the Reopening Ontario Act. As Carleton University requires that staff be available to attend on-campus meetings and to work, as required, in person, the successful candidate will be required to comply with this policy and be fully vaccinated before commencing employment. Subject to permitted exemptions under the Ontario Human Rights Code, if you are the successful candidate, your offer of employment will be conditional upon you attesting that you are fully vaccinated with a course of vaccines that have been approved by Health Canada and submitting appropriate proof of vaccination.

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