Administrative Assistant

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Job Number:  J0123-0562

Job Title:  Administrative Assistant

Job Type:  Continuing Part Time

Department:  Institute of Women’s and Gender Studies

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  30/01/2023

Closing Date (dd/mm/yyyy):  12/02/2023

Salary (with Salary Rate):  57,652.00 - 62,961.00/Year

Employee Group:  CUPE 2424

Salary Level:  7PE

Hours Per Week:  17.5

Date Position Available:  20/02/2023

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 Institute Administrator, the incumbent is responsible for the provision of bilingual (English/French) administrative support to the Feminist Institute of Social Transformation and to the Joint Chair in Women’s Studies, a joint initiative with the University of Ottawa.

The incumbent is the main representative and first point of contact for the Institute and the work of the Joint Chair at Carleton University. 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 queries relating to undergraduate students, graduate students, and prospective students. The incumbent stays up to date on registration schedules, exam schedules, and other important university news, dates and deadlines. The incumbent also is responsible for the organization and promotion of events on behalf of the Institute and the Joint Chair; maintaining websites, social media presence and departmental communication and managing the shared institute in-boxes.

Contributing to the smooth operation of the Institute and the activities of the Joint Chair in Women’s Studies, the incumbent acts as liaison with various academic and administrative offices, arranging meetings and appointments, composing routine correspondence and taking minutes at various meetings.

General duties include office reception, preparing and coordinating incoming and outgoing correspondence and deliveries, assisting faculty and staff with their administrative needs, ordering and maintaining office supplies, coordinating the purchase and secure storage of exam materials, maintaining filing systems (electronic and hard copies), assisting with the review of course outlines and collection of teaching evaluations; and providing confidential support to the Director of the Institute and the Joint Chair.

The position interacts with confidential student and administrative information. Initiative, good judgement, tact, and the ability to deal effectively with faculty staff, students, and the general public in both English and French are essential.

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:
• The complexity of this position and the variety of tasks demand initiative, sound judgment and the ability to work both independently with minimal supervision and as a team member.
• Strong multitasking, organizational skills, and the ability to set priorities and adapt to change is essential in this role in order to support two programs in a deadline-driven environment with many distractions.
• Good judgment, diplomacy, strong interpersonal skills, and tact are extremely important since the incumbent must interact effectively with a large spectrum of people, both inside and outside of the Carleton University community.
• Situations occur that require tact, diplomacy, sensitivity and the ability to develop innovative solutions.
• The ability to maintain confidentiality and keep confidential records secure in a main office environment is imperative.
• The ability to interpret information, make informed decisions and put into practice Institute and university policies and procedures is a skill critical for the efficient and effective management of this position’s responsibilities.
• Excellent administrative and record-keeping skills as well as strong communication skills, both oral and written are required.
• The incumbent must take a friendly, open, and helpful approach to student and Department support.
• The incumbent must keep pace with emerging technologies, social media platforms, and a variety of software applications. A high degree of attention to detail is required.
• The position requires strong logistical planning skills as much of the work is around event planning.
• The incumbent must have flexibility in working evenings for special events.
• The incumbent is the first point of contact in the department/institute and therefore will be required to work in-person within the office hours of the department/institute.

The above is normally acquired through:
• The completion of three-year degree or equivalent combination of education and experience.
• Must have excellent written and oral competency in both English and French.
• Candidates with knowledge of the University’s policies regarding equity, diversity and inclusion is preferred.
• A minimum of three years’ experience, preferably in a post-secondary setting in progressively more responsible positions, including a minimum of two years of experience in event planning and logistics.
• A combination of education and experience will be considered.

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.

This position is regularly required to work on campus. Due to the ongoing dynamic nature of Covid-19, you may be required to work temporarily remotely due to public health 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 directives 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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