TERM Assignment:
Carleton University also welcomes applications from continuing employees. If a Continuing employee is the successful candidate, this assignment will be considered a Term 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 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:
In line with the strategic directions of the Office of the Vice-President (Research and International) and with the operational initiatives of the Carleton University Research Initiatives and Services (CORIS), the Electronic Records Administrator contributes to the overall integrity of Carleton University’s research funding data, as well as to the demonstration of the University’s research impact through the dissemination and reporting of grants, awards and contracts secured by faculty members.
Reporting to the Assistant Director, CORIS, and working closely with the CORIS team, the Electronic Records Administrator enters source information into the research database and maintains the enterprise system, ensuring that computerized records are captured accurately and maintained in accordance with governing policies and procedures. The incumbent also maintains existing standard operating procedures related to the enterprise system, ensuring knowledge transfer among system users.
In addition, the incumbent is responsible for maintaining the CORIS website, and for identifying and disseminating research funding opportunities to the Carleton research community. The incumbent also assists with other administrative duties within CORIS, as required.
Qualifications:
The incumbent must possess the following qualifications:
• Knowledge of data base systems, spreadsheet software, WordPress, word processing packages, especially MS Access, Microsoft Excel, Microsoft Word, and Windows platforms
• Ability to work quickly and accurately under pressure while maintaining strict attention to detail
• Knowledge and experience with programming language, including HTML
• Highly developing critical analysis skills
• Excellent clerical skills including fast and accurate data entry
• Strong oral communication and inter-personal skills
• Ability to use judgment to resolve problems and conflicts
• Discretion and confidentiality at all times
• Strong organizational and time management skills
• Ability to use office equipment such as photocopier/printer/scanner
Education and Experience:
The above is normally acquired through the completion of:
• Completion of a Bachelor of Arts Degree (or equivalent), including training in records management and current computer office software applications, or equivalent education and experience.
• Two to three years of related Records Administration experience.
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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