Departmental Administrator

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Job Number:  J0324-0412

Job Title:  Departmental Administrator

Job Type:  Continuing Full Time

Department:  Institute of Cognitive Science

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  08/04/2024

Closing Date (dd/mm/yyyy):  21/04/2024

Salary (with Salary Rate):  73,218.00 - 80,085.00/Year

Employee Group:  CUPE 2424

Salary Level:  9PE

Hours Per Week:  35

Date Position Available:  01/07/2024

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.

Reporting to the Chair, the Departmental Administrator provides administrative support for program planning and development within the unit, financial and budgetary support, and coordinates the office and facilities. They supervise the Undergraduate and Graduate Administrators, temporary support staff, student assistants, and work study students; maintains staff employment records; administers the academic programs; maintains accounts, prepares financial documents and has signing authority for all accounts; maintains departmental records on computer and paper; answers queries from students, the university and the public; coordinates calendar preparations, course scheduling, publicity materials, course evaluations and E-Grades; coordinates student course needs with other Administrators; provides administrative services for conferences, seminars and guests; is responsible for the facilities and equipment; and supervises the unit’s common area. The Departmental Administrator oversees conferences and special events organized by the department, acts as the administrative staff resource at departmental meetings and represents the unit at all administrative meetings within the Faculty and the University. The Departmental Administrator also supports the Chair by assisting special or infrequent tasks, such as hiring of faculty or cyclical program reviews. The Departmental Administrator provides support for the Undergraduate and Graduate Administrators when they are ill, on holidays, or during extremely high workload periods and thus needs a working knowledge of all of the major computer systems (i.e., TA management system, OUAC, Carleton 360, etc) and registration processes.

The incumbent must possess the following qualifications:

The indicated level of education and experience is necessary to support the knowledge, skills, and sound judgment required to build strong office administration and supervisory skills to effectively communicate with all levels of internal and external contacts with a great deal of initiative and independence, and to intelligently interpret and enforce academic regulations and policies. The ability to organise and set priorities, combined with strong interpersonal and supervisory skills is essential. Problem solving ability, and strong communications skills, written and verbal, are required to ensure continuity in the efficient administration of graduate and undergraduate programs in the Department. Must remain current with computer technology relevant to the job (including Banner student, FAST, US Bank, Microsoft Word, Microsoft Outlook, Teams, and Excel). Must remain current with the HST and Ontario Sales Tax regulations and applications as they pertain to the work of the unit Knowledge of the student records database and a comprehensive understanding of past, current, and upcoming rules and regulations with regard to graduate studies are assets.

The above is normally acquired through:
• Completion of a three-year university degree, preferably in a related field.
• A minimum of five years administrative experience in a post-secondary setting, including both the operational and academic sides of an institution in positions of increasing responsibility. At least one year should be in a supervisory role. Familiarity with BANNER and related systems currently in use at Carleton, especially pertaining to budget, graduate, and undergraduate student records, would be considered an asset.

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 in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety 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 University policies and directives, including 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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