MEng Studies Graduate Administrator

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:  J0123-0280

Job Title:  MEng Studies Administrator

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):  26/01/2023

Closing Date (dd/mm/yyyy):  02/02/2023

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

Assignment Duration From:  30/01/2023

Assignment Duration To:  29/01/2024

Employee Group:  CUPE 2424

Salary Level:  7PE

Hours Per Week:  35

Date Position Available:  30/01/2023

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 Associate Dean/Director of MEng, Engineering Practice, the incumbent is responsible for the graduate administration for the MEng program:

The incumbent is responsible for:
• 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, edit, 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 is essential.
• 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.
• Ability to work independently, to plan, initiate, co-ordinate and make decisions relating to the many different tasks required.
• Ability to compile reports, prepare statistics and compose correspondence and be advised with minimum supervision and accuracy.
• Good judgment, diplomacy and interpersonal skills.
• 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 a university degree in natural sciences or a related discipline as well as training in the administrative/secretarial field.
• A university degree in engineering would be considered an asset.
• Four years of experience in an office administrative capacity, preferably in a post-secondary educational setting

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 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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