Administrative Assistant

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.

Job Number:  J0821-0974

Job Title:  Administrative Assistant

Job Type:  Career Development Assignment (CDA)

Department:  Mechanical & Aerospace Engineering

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  13/09/2021

Closing Date (dd/mm/yyyy):  21/09/2021

Salary (with Salary Rate):  57,081.00 - 62,338.00/Year

Assignment Duration To:  01/06/2022

Employee Group:  Administrative Staff - CUPE 2424

Salary Level:  7PE

Date Position Available:  07/09/2021

With direction from the Department Administrator, the Administrative Assistant assists with the
preparation of program accreditation/ quality assurance submissions; co-ordinates/schedules thesis defences, PhD comprehensive examinations, capstone project design forum, and
undergraduate/graduate course examinations; assists with room bookings; maintains course files; responds to student inquiries and coordinates student scholarship applications; prepares editorial changes to the graduate and undergraduate calendars; coordinates teaching evaluations; assigns rooms and keys to students, visitors, and sessional lecturers; administers security access system to design rooms and laboratories; provides administration assistance to full-time and sessional faculty members; co-ordinates with the U. of Ottawa on graduate course offerings and student grades; assists with updating of the departmental website; assists the undergraduate Associate Chair with booking of appointments; performs other duties as required.

The incumbent must possess the following qualifications:
• Able to work independently using good judgment and intuition
• Able to prioritize and schedule a variety of daily tasks to meet deadlines
• Able to work with and maintain confidentiality of electronic and paper documents, records, or files being handled
• Thorough knowledge of office procedures and be adept with current computer applications in the workplace, and general bookkeeping practices
• 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
• Attention to detail and precision is essential
• A sound knowledge of University and Faculty policies and procedures is required

The above is normally acquired through the completion of:
• Completion of two years post-secondary education or equivalence
• Five years of relevant work experience, preferably in a university setting
• Experience with computer applications is essential

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.

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