Graduate Studies Administrator (EP)

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.

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Job Number:  J1223-0099

Job Title:  Graduate Studies Administrator (EP)

Job Type:  Term Full Time

Department:  Office of the Dean of Engineering and Design

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  19/12/2023

Closing Date (dd/mm/yyyy):  08/01/2024

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

Assignment Duration From:  01/03/2024

Assignment Duration To:  28/02/2025

Employee Group:  CUPE 2424

Salary Level:  7PE

Hours Per Week:  35

Date Position Available:  01/03/2024

Carleton University is situated on unceded Algonquin territory and bordered by the Rideau River and the Rideau Canal, a UNESCO World Heritage site, in Ottawa, Ontario. The university is just minutes from the heart of our nation's government and G-7 organizations and this capital advantage provides opportunities for staff and faculty and students to make a positive impact in our community and around the world.

As one of the 2023 Top 100 Employers in Canada and one of the National Capital Region’s Top Employers for nine consecutive years, 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. At Carleton, we are committed to fostering an innovative, equitable and welcoming work environment. Carleton is also a nationally certified Healthy Workplace and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence and Platinum Level Certification for Mental Health at Work.

The university’s Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values.

Reporting to the Manager, MEng - Engineering Practice Program and the Associate Dean/Director of MEng -Engineering Practice, the incumbent is responsible for the graduate administration of the Master of Engineering-Engineering Practice program.

The incumbent is responsible for:
• Oversees the admission process and its maintenance.
• Creates and maintains documentation on the graduate program.
• Assists with the website development and maintenance, and participates in the automation of the admission process and other tools developed for the efficient delivery of this program.
• Reviews graduate application files, calculates of Cumulative Grade Point Averages (CGPA) and their conversion to Ontario equivalents and monitors the overall application and admission workflow until the decision is made on an application.
• Works on recruiting activities and writes, edits, and coordinates the development of promotional materials, newsletters, and/or brochures as appropriate to the program.
• Gathers statistics on, but not limited, student admission, progression and graduation.
• Performs general administrative and secretarial functions.

The incumbent must possess the following qualifications:
• Thorough knowledge of database software and word-processing skills.
• Knowledge of the University structure and regulations particularly pertaining to the Faculty of Engineering and Design, and Graduate Studies.
• Given the number of competing demands for time and effort, the setting of work priorities is vital.
• Resilient, flexible and able to work under pressure.
• Expected to work independently, to plan, initiate, co-ordinate and make decisions relating to the many different tasks required.
• Compile reports, prepare statistics and compose correspondence and advise with minimum supervision and accuracy.
• Good judgment, diplomacy and interpersonal skills are key factors in this position because the incumbent must interact effectively with a large spectrum of people.
• Sound judgment is required to effectively communicate with all levels of internal and external contacts, and to enforce academic regulations and policies.
• Provision of accurate and relevant information to students, faculty members and supervisors outside the department is crucial, as is personal initiative, reliability, and accuracy with details.
• Organizational skills are important in order to meet deadlines.

The above is normally acquired through the completion of:
• University degree in STEM or a related discipline as well as training in the administrative/secretarial field.
• Four years of experience in office administrative capacity, preferably in a post-secondary educational setting.
• Experience as a Graduate Administrator will be considered an asset.

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 regularly required to work on campus in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements. You are required to follow all University policies and directives, including to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.

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