Graduate Administrator

Updated: about 1 month ago
Job Type: FullTime
Deadline: 24/08/22; 24/08/2022

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 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:

Under the general supervision of the Departmental Administrator, the incumbent assists the Department’s graduate program supervisors—i.e., the Director or Associate Director of the Joint Doctoral Program, hereinafter referred to as the “Ph.D. Supervisor,” and the M.A. Supervisor. The main responsibility of the incumbent is to provide administrative and advising support for two complex graduate programs: the Ph.D. program in economics offered jointly with the University of Ottawa and the master’s (or M.A.) program in economics. These duties are carried out on a work-daily basis with a minimum of supervision.

The complexity of Economics programs (in absolute terms and relative to those of other academic units) stems in part from each having a high proportion of structured, core requirements and multiple associated options. Another dimension of complexity relates to the large number (and high proportion) of international students in Economics programs for whom English is not their first language.

Provides administrative support for the Department’s graduate programs, including the advising of in-program and prospective graduate students, and administers the application and admission processes, registrations, and graduations in conjunction with the Faculty of Graduate and Postdoctoral Affairs (FGPA) and other units as necessary. Assists the Ph.D. Supervisor and the M.A. Supervisor with the smooth operation of the graduate programs.


The incumbent must possess the following qualifications:
• Strong organization and time management skills are essential.
• Ability to work under pressure in a large and active academic unit is essential.
• Strong communication skills (verbal and written) are required.
• Excellent administrative skills and problem solving abilities are required to ensure the proper administration of a large graduate enterprise.
• Tact and discretion must be exercised when dealing with students, faculty, other staff, and the general public at both universities and external agencies.
• Knowledge in the use of Microsoft Word and Excel and the University’s student records database is required.

Education and Experience:

The above is normally acquired through the completion of:
• Completion of an undergraduate degree from an accredited university; knowledge of Adobe Acrobat Professional and Microsoft Office (Excel, Word, and PowerPoint in particular).
• Five years of administrative experience preferably in a university setting, including a sound knowledge of graduate studies regulations and practices.

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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