Departmental Administrator

Updated: about 2 months ago
Deadline: 02/02/23; 02/02/2023

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 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. Carleton is recognized annually as a top regional employer and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence, and Platinum Level Certification for Mental Health at Work. Situated on unceded Algonquin territory and bordered by the Rideau River and historic Rideau Canal in Ottawa, Carleton is just minutes from the heart of our nation's government and G-7 organizations, providing opportunities for staff and faculty to make a positive impact in our community and around the world.

Duties and Responsibilities:

Reporting to the Associate Vice-President and University Advisor on Equity and Inclusive Communities, the Departmental Administrator provides support to all aspects of the department’s mandate to promote human rights, equity and inclusion on campus, in accordance with the Carleton University Human Rights Policies and Procedures and the Sexual Violence Policy. The incumbent is the first line of contact for students, staff and faculty who seek advice on confidential matters, require information and/or seek services from Equity Advisors or the Coordinator of Sexual Assault Services. Administratively supports special projects and supports work-study students. Schedules daily appointments for the Associate Vice-President and University Advisor on Equity and Inclusive Communities, Director and EIC staff. Arranges travel reimbursements and reconciles purchasing card accounts for EIC staff. The incumbent coordinates the production and distribution of departmental publications. The incumbent is the coordinator for the EIC Webpages. Maintains and analyzes EIC budgets and advises the staff on the department’s financial status. The incumbent is responsible for the confidential human rights case file paper system.

The incumbent receives and tracks all requests from the public for university materials in accessible formats and coordinates their production and delivery. The incumbent is recording
secretary to committees, which includes maintaining up-to-date terms of reference, distributing agendas and minutes and coordinating meetings.


The incumbent must possess the following qualifications:
• Due to the unique composition of Equity and Inclusive Communities the incumbent must deal with sensitive information with independence, neutrality, maturity and respect for confidentiality.
• Knowledge of all forms of oppression and its impacts on those who experience oppression from an intersectional, anti-racist/anti-oppression lens, ( women's issues, Indigenous peoples, racialized people, persons with disabilities and LGBTQ+ communities) is critical in dealing with the public and necessary to be consistent with Carleton University’s Human Rights Policies and Procedures and the Sexual Violence Policy.
• A firm understanding of university administration is essential. In addition, an up-to-date knowledge of office procedures within an increasingly automated environment must be maintained.
• The work requires thorough knowledge of office procedures and good administrative skills; initiative; an ability to compose 6 correspondence and compile reports, sound judgement, tact and ability to deal effectively with people and to maintain confidentiality

Education and Experience:

The above is normally acquired through the completion of:
• Three years of post-secondary study or training preferably with some university courses in the social sciences, and a strong understanding of equity, diversity and inclusion issues.
• Six years of progressively responsible administrative and computer experience, preferably in a university or in the post-secondary sector.

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.

Important Note Regarding Pandemic Related Operations:

This position is regularly required to work on campus. Due to the ongoing dynamic nature of Covid-19, you may be required to work temporarily remotely due to public health 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 directives 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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