Administrative Assistant to Joint Institutes

Updated: 4 months ago
Job Type: FullTime
Deadline: 10/01/22; 10/01/2022

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.













Duties and Responsibilities:

Reporting to the Associate Dean, Research and Graduate Studies, Faculty of Engineering and Design, the Administrative Assistant to Joint Institutes for Engineering provides administrative and secretarial support to the Directors and Associate Directors (residing at Carleton University) of the Ottawa – Carleton Joint Institutes for Engineering:
• Ottawa-Carleton Institute of Biomedical Engineering (OCIBME)
• Ottawa-Carleton Institute of Civil Engineering (OCICE)
• Ottawa-Carleton Institute of Electrical and Computer Engineering (OCIECE)
• Ottawa-Carleton Institute of Environmental Engineering (OCIEE)
• Ottawa-Carleton Institute of Mechanical and Aerospace Engineering (OCIMAE)

Working with minimum supervision from the Carleton Directors and Associate Directors, the incumbent plays a key role in coordinating Joint Engineering Institutes’ activities between Carleton University and University of Ottawa (UofO).


The incumbent must possess the following qualifications:
• Superior planning skills, understanding critical paths, setting priorities and meeting timelines.
• Superior organizational skills, the incumbent must have the ability to coordinate and prioritize multiple projects simultaneously.
• Excellent interpersonal and communication skills are required.
• Strong professionalism, tact and diplomacy with a strong customer service ethic and high expectation for quality is required.
• Strong problem solving skills, must be self-motivated and is effective working in a team and independently.
• Can make appropriate judgements regarding the confidentiality of material being considered, in all cases respecting the privacy rights of those involved.
• Maintain current and thorough knowledge and skills in, conventional office applications, particularly Banner and website maintenance, including the various communication and database systems.

Education and Experience:

The above is normally acquired through the completion of:
• Completion of an undergraduate University degree.
• Four (4) years of relevant experience, preferably in the field of post-secondary educational administration (equivalencies will be considered).
• Experience in an academic unit would be considered an asset. Experience with student advising would be considered an asset.
• Experience with website maintenance and social media would also be considered an asset.

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.

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