Departmental Administrator

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Job Number:  J0523-0334

Job Title:  Departmental Administrator

Job Type:  Continuing Full Time

Department:  Law

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  24/05/2023

Closing Date (dd/mm/yyyy):  31/05/2023

Salary (with Salary Rate):  71,085.00 - 77,752.00/Year

Employee Group:  CUPE 2424

Salary Level:  9PE

Hours Per Week:  35

Date Position Available:  01/06/2023

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.

The Departmental Administrator has a large, complex and diverse set of responsibilities. Working with minimal supervision, the Administrator reports and provides support to the Chair through the coordination of the office on a day-to-day basis, according to the operational needs and goals of the unit as communicated by the Chair. Is responsible for the efficient administrative operation of all aspects of the Department which includes the Undergraduate, Masters and PhD programs and the Graduate Diploma in Conflict Resolution (GDCR) and approximately 35 faculty and over 45 contract instructors. Is responsible for all aspects of the departmental budget, advises the Chair in administering University regulations and procedures; provides extensive support to the Chair in compiling the departmental timetable and budget submissions, and the recruitment and appointment of contract instructors.

The Administrator supervises the work of departmental staff and ensures compliance with policies, procedures and regulations. The Departmental Administrator assists the Chair with staff hiring in the department, building teamwork and monitoring staff leaves and absences. The Departmental Administrator provides guidance and administrative support to faculty and instructors relating to their teaching and research financial activities.

The Administrator prepares and coordinates departmental timetable submissions.

The Departmental Administrator coordinates and edits the departmental submission for the Undergraduate Calendar; prepares and coordinates the departmental submission of the Summer Session; performs other duties as requested by the Chair.

The Departmental Administrator acts as an administrative staff resource at the Departmental Board and attends administrative meetings/information sessions/training sessions within the Faculty and the University.

The incumbent must possess the following qualifications:
• Capable of relating to others working or studying in a postsecondary education and research institution and have strong organizations skills.
• A clear understanding of administrative and office procedures, financial management, work supervision, academic administration, and computer programs such as Banner, FAST, WordPress, and relevant Office Suite software (WORD, EXCEL, and ACCESS).
• Strong administrative, problem-solving, interpersonal and supervisory skills are essential.
• Superb judgment, initiative, resourcefulness, tact and discretion are necessary.
• Excellent understanding of the department’s and University’s general rules and regulations, as outlined in both the annually-revised Undergraduate and Graduate calendars and the Handbook for New Students.
• Ability to work under pressure, to communicate effectively (verbal and written); to recognize the need for change, to develop plans for change where necessary.
• Conflict resolution skills, tact and diplomacy; the incumbent must be mature, possess integrity and be able to act with discretion in matters of confidentiality.
• In dealing with students, particularly with respect to student problems, the individual must use diplomacy, good judgment, sensitivity and discretion.

The above is normally acquired through the completion of:
• University degree
• 5 years of relevant experience, preferably in a University setting, including experience in an academic unit, with increasing knowledge and responsibility
• Supervisory experience is a requirement.

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. 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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