Financial and Communications Assistant

Updated: 2 months ago
Job Type: FullTime
Deadline: 26/09/22; 26/09/2022

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:

Under the supervision of the Departmental Administrator and under the general direction of the Chair, the incumbent performs a variety of administrative duties within the department of Mechanical and Aerospace Engineering (MAE). Duties include: coordinating and implementing the purchasing for all student projects; assisting with purchasing for the department; assisting faculty members with purchasing and travel and expense submissions; coordinating departmental promotions and publicity, including events, guest speakers and social media; providing administrative support to the main office, including shipping and receiving for all MAE purchasing and customs clearance.


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 MAE, as well as deal with internal 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 polices & procedures is required
• 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.
• Attention to detail is essential.

Education and Experience:

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, English or related degree).
• 3 years of administrative experience, in a post-secondary environment with progressively increasing responsibility.
• Experience should include financial coordination and student systems in Banner, and event facilitation

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 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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