Assistant to the Chair/Communications Coordinator

Updated: about 1 month ago
Deadline: 15/08/22; 15/08/2022

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, the Assistant to the Chair/Communications Coordinator is responsible for the smooth operation of the Chair's Office as follows: liaises extensively with various academic and administrative offices and external agencies/individuals; arranges meetings and appointments for the Chair and various departmental committees; composes routine correspondence for the Chair; maintains filing system. Provides support to faculty members, contract instructors, and visiting professors concerning departmental and University policies.

Working with a minimum of supervision, the incumbent provides communications support to the Department of Law and Legal Studies as follows: maintains and develops the department website; Facebook and other social media; plans, coordinates and promotes department conferences, academic talks, and special events:; develops resources including publication and promotional material.

Takes responsibility for specific department duties, such as the posting of course outlines; maintaining the key inventory; books departmental rooms and enters expenses in the travel and expense system for reimbursement.


The incumbent must possess the following qualifications:
• The position requires maturity, discretion, tact and good judgment in dealing with a variety of requests and visits from faculty, staff, students, university management and senior officials from the public and private sector. Attention to detail and responsible and timely performance are imperative.
• Strong interpersonal and problem solving skills, as well as good judgment, initiative, resourcefulness, tact and diplomacy, and ability to work well at all levels within an organization.
• Accuracy and attention to detail is essential. The ability to deal effectively and tactfully with faculty, students, staff and the public is a necessary requirement.
• Must be able to work in terms of measurable objectives, prioritize tasks and operate independently.
• Must be able to plan and organize in a systematic and rational manner, including the ability to coordinate multiple schedules and meeting requests
• Solid knowledge of office software applications and technology including: Microsoft Office: Excel, Word, Access, Outlook, Exchange; and Banner.
• Must have excellent communication skills (written, verbal, and presentation) including the ability to communicate effectively at all levels within the organization from executive to students. Editing skills are required in the development and posting of information in print, on the website, Facebook, and other social media.
• Must have strong graphic design skills including knowledge of current applications such as Adobe Photoshop Illustrator and InDesign.
• Must have experience developing and maintaining websites with strong knowledge of web usability and web authoring software including: Carleton Content Management System (WordPress) full suite of tools, HTML.
• Strong event planning and coordination skills with ability to multi-task, work well under pressure and meet tight deadlines.
• The 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.

Education and Experience:

The above is normally acquired through the completion of:
• Three-year undergraduate degree
• Minimum of 4 years experience in a university setting, with progressively more responsibility.
• Experience should include website development and maintenance, graphic design, experience creating posters and other communication tools, event planning and coordination, as well as experience with different computer systems, office technology and expertise in the Banner student records system.

HR Note:

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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