Graduate & Undergraduate Administrator

Updated: about 2 months ago
Deadline: 02/02/23; 02/02/2023

Career Development Assignment (CDA):

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.
















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:

The primary responsibilities of the incumbent are as the Graduate Administrator. This position is essential to the operation of the Department and fulfills five key roles:
• Graduate program first point of contact. The Graduate Administrator is the first point of contact representing the Graduate Program, assisting the general public, prospective and current students, staff, and faculty with enquiries concerning the Graduate Program, courses and procedures, etc.
• Advice and administration of Graduate Programs. In association with the Departmental Administrator, the Graduate Chair, and the Departmental Chair, advises students on their academic programs based on information in the Graduate Calendar and their Academic Audits as they pertain to the Neuroscience Graduate Programs, monitors the academic progress of students from admission to graduation; works to resolve academic discrepancies. During registration, assists, consults and advises students with course selection; prepares graduation information for presentation at the Science Graduation Committee and submission to the Faculty of Graduate and Postdoctoral Affairs.
• Departmental support. The Graduate Administrator provides support for the Department as requested by the Departmental Administrator as well as support to the Departmental Administrator, organizes events related to the Graduate Program, substitutes for the Departmental Administrator in his/her absence, and has signing authority on Departmental accounts. In addition, she/he assists in maintaining the graduate pages of the Neuroscience website, provides administrative services as required by faculty. The Graduate Administrator supports the Undergraduate Administrator with advising and managing student inquiries during peak-volume (three to four times a year).
• Timetabling. Graduate timetable coordinator for the Department of Neuroscience.
• Teaching Assistant administration. In consultation with neuroscience faculty, lab coordinators, contract instructors, and graduate students, together with the Graduate Chair develops draft of TA assignments, and processes all aspects of TA assignment administration.

The incumbent also performs the role of undergraduate administrator, particularly when the primary undergraduate administrator is absent, or when undergraduate administrative workload is high. The primary role of the Undergraduate Administrator is to provide a wide variety of support to undergraduate students, from time of admission to graduation. This ranges from meeting with prospective students to providing an overview of the program and academic support services available at Carleton, to advising current students on course-related matters, and ultimately offering advice on potential paths that can be taken after graduation. The duties can be broken down into six categories: Student Advising, Student Administration, Academic Administration, General Administration, Event Coordination, First Point of Departmental Contact.


The incumbent must possess the following qualifications:
• Excellent administrative and time management skills, organizational and inter-personal skills, as well as be a proficient writer.
• Knowledge of the University structure and regulations is mandatory.
• Must have the ability to organize work, multi-task and perform duties in a responsible manner, and have the ability to work under pressure in a dynamic environment.
• Must acquire a thorough knowledge of regulations throughout the University; a thorough knowledge and understanding of procedures governing processing of student records; and a thorough knowledge of the procedures and precedents involved.
• Tact, reliability, good interpersonal skills and the ability to maintain confidentiality are essential.

Education and Experience:

The above is normally acquired through:
• The completion of Secondary School plus three years of full-time study at the University level.
• 3-4 years of related experience, at least 1 year of which should be in an academic environment. An equivalent combination of education and experience will be considered.
• Training and experience in the use of word processing and spreadsheets is essential.
• The knowledge of Carleton Universities Banner program would be an asset.

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 regularly required to work on campus. Due to the ongoing dynamic nature of Covid-19, you may be required to work temporarily remotely due to public health 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 directives 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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