Graduate Program Administrator

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:  J1222-0071

Job Title:  Graduate Program Administrator

Job Type:  Career Development Assignment (CDA)

Department:  Biology

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  16/12/2022

Closing Date (dd/mm/yyyy):  04/01/2023

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

Assignment Duration From:  03/02/2023

Assignment Duration To:  23/02/2024

Employee Group:  CUPE 2424

Salary Level:  7PE

Hours Per Week:  35

Date Position Available:  03/02/2023

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.

Reporting to the Department/Institute Administrator, and working in concert with the Graduate Chair, the incumbent is responsible for the coordination and day-to-day administration of graduate programs in Biology offered jointly with the University of Ottawa. The incumbent provides advice and information to students, faculty and staff, processes a variety of documents critical to students’ progress through the program, and is responsible for meeting all internal and external deadlines associated with the administration and coordination of the OCIB graduate program.

The incumbent must possess the following qualifications:
• Exceptional communication and inter-personal skills
• Computer skills, maintenance of word processing skills, and knowledge of new computer software (e.g. Banner) require continuous learning.
• Willing to take part in various skill maintenance and skill acquisition workshops in order to remain efficient in meeting job requirements.
• Initiative, sound judgment and the ability to work independently with minimal supervision.
• Organizational skills, ability to set priorities and to work under pressure within a large Graduate department with a deadline-driven environment, while meeting deadlines is essential.
• Tact and highly developed interpersonal skills are required.
• The ability to maintain confidentiality is imperative.
• The ability to interpret information, make informed decisions and put into practice departmental, university, joint program and various funding agency policies and procedures is critical
• Excellent administrative and record-keeping skills as well as strong communication skills, both oral and written are required.
• The ability to keep pace with emerging technologies and a variety of software applications.
• Excellent skills in the manipulation of electronic data processing equipment and software applications relevant to the University’s electronic office (i.e. MS Outlook, Excel, OneNote, Word etc.).
• Banner experience an asset.
• A sound knowledge of secretarial/clerical and general office procedures, including record keeping, filing, and database management are essential.
• A high degree of attention to detail is required.
• Exceptional problem-solving skills and resourceful in pursuit of resolutions.
• Thorough knowledge of the Department and University policies and regulations, including the Freedom of Information and Protection of Privacy Act (FIPPA) of Ontario

The above is normally acquired through:
• The completion of a Bachelor’s degree from a university, or an equivalent combination of education and experience.
• Five years of relevant experience, preferably in a University setting in progressively more responsible positions.

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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