Co-op Office Assistant

Carleton University, Canada

Updated: over 2 years ago
Deadline: 19/10/21; 19/10/2021


Career Development Assignment (CDA):

Please note that this is approximately a 13-month position. Carleton University also welcomes applications from continuing employees. If a Continuing employee is the successful candidate, this assignment will be considered a Career Development Assignment, and 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 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:

The Co-op Office Assistant is a multi-functional front desk position whose job is to provide clear, accurate and concise information to students, staff, faculty and employers. The Administrative Assistant is the first point of contact for all internal and external clients. With some supervision, the incumbent responds to in-person, voice, and electronic inquiries by providing accurate up-to-date information on the Co-op Program, particularly in regard to the student application process, admission requirements, work/study patterns, interview issues, and employer questions regarding potential opportunities and postings. The incumbent makes referrals whenever necessary to Co-op staff members, as well as to other departments on campus. The Co-op Office Assistant provides continual support to the Team Lead, Co-op Program Administration, in relation to applications and admission and continuation requirements. The Co-op Office Assistant assists the Co-op admin team in tracking the submissions of work-term reports, as well as the setup of approximately 40 online work term courses. The Co-op Office Assistant is responsible for the effective and efficient administration of the Co-op Office. Duties include updating the website, checking in students and employers at the front desk, ordering office supplies, and overseeing the physical state of the Co-op Office.


Qualifications:

The incumbent must possess the following qualifications:
• Thorough knowledge of office procedures;
• Excellent word processing packages (e.g. Microsoft Word), spreadsheet applications (e.g. Microsoft Excel) and website maintenance software (e.g. Wordpress);
• Strong time management, organizational, and records management skills;
• Independent with minimal supervision;
• Thorough knowledge of database software;
• Knowledge of the University’s structure and regulations, particularly in relation to the Co-op Program (e.g., the admission and graduation requirements for each Co-op option);
• Excellent communication and interpersonal skills; and
• Accuracy and attention to detail is essential.


Education and Experience:

The above is normally acquired through the completion of:
• Completion of a two (2) year post-secondary program at the college level, in addition to office administration training; and
• Three (3) years of related experience, some of which should be in an academic environment. Experience in a career support environment preferred.
• Knowledge of French would be 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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