Financial and Communications Assistant (1 year TERM)

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.

Job Number:  J0922-0348

Job Title:  Financial and Communications Assistant (1 year TERM)

Job Type:  Term Full Time

Department:  School of Architecture and Urbanism

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  21/09/2022

Closing Date (dd/mm/yyyy):  28/09/2022

Salary (with Salary Rate):  57,652.00 - 62,961.00/Year

Assignment Duration From:  03/10/2022

Assignment Duration To:  03/10/2023

Employee Group:  CUPE 2424

Salary Level:  7PE

Hours Per Week:  35

Date Position Available:  03/10/2022

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.

Under the supervision and the general direction of the Director, Azrieli School of Architecture and Urbanism, the incumbent performs a variety of financial and administrative duties within the School (ASAU). Duties of the Financial and Communications Assistant role include: coordinating and implementing the purchasing for all faculty projects; assisting faculty members with purchasing, research funds and travel and expense submissions; providing financial and administrative support to the school’s Lab Incubator, including shipping and receiving for all purchasing and customs clearance. The incumbent is responsible to post content on the school website and providing support to communications through various internal and external channels including social media

The incumbent must possess the following qualifications:
• A general knowledge of university structure and its services is required as well as computer skills and flexibility with regard to work time.
• Must be tactful, resourceful, and act independently under pressure, and be able to communicate effectively with senior staff both within and outside of ASAU, as well as deal with internal research and endowment funds and external contacts.
• Excellent organizational skills
• Ability to adhere to deadlines effectively
• Ability to establish priorities within assigned duties
• A thorough knowledge of University and administrative policies and budgetary policies & procedures
• Ability to define and resolve problems
• Ability to meet and deal with senior level staff
• Ability to handle confidential information
• Ability to adhere to deadlines (written and oral), word processing and research skills, proficiency in spreadsheet and database programs, familiarity with Carleton applications (Banner, eShop, cuLearn, cuCollab, Travel & Expense, and FAST).
• A high level of professional maturity and proven procedural and administrative skills.
• Ability to take initiative, set priorities, and be able to work with a minimum of supervision is indispensable.
• Discretion, reliability, punctuality, strong interpersonal skills, confidentiality, accuracy and attention to detail are essential qualities.
• Time management/project management skills are vital.
• Ability to solve logistical problems, be flexible, have good judgement and solid decision-making in a team environment is necessary.
• A proven ability to elicit and foster trust, develop positive working relationships and work effectively with other professionals and the community at large are required skills.

The above is normally acquired through the completion of:
• Completion of a three-year University undergraduate degree, preferably in a related discipline (accounting, finance, communications or related degree).
• Three years of administrative experience, in a post-secondary environment with progressively increasing responsibility.
• Experience should include financial coordination and financial systems (Banner, eShop, cuLearn, cuCollab, Travel & Expense, and FAST), and web and social media coordination.

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.

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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