Office Assistant

Updated: about 1 month ago
Job Type: FullTime
Deadline: 30/05/22; 30/05/2022

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:

The Career Services Office Assistant, is a multi-functional front desk position whose role is to provide clear, accurate and concise information to students, staff, faculty and employers. They are the first point of contact for all internal and external clients. The incumbent responds to all inquiries in a variety of ways by providing accurate up-to-date information about the department of Career Services (Career Development/Employer Outreach) including, but not limited to job opportunities and postings, job interviews, networking tips, general information regarding events (i.e. Career Fairs, Pop Up events, Employer Information sessions, and program information).

The incumbent makes referrals whenever necessary to Career Services staff members, as well as to other departments on campus. The Career Services Assistant provides continual support to the team and Career Services Program implementation and administration. They are also responsible for the effective and efficient administration of the Career Services Office. Duties include but are not limited to checking in students and employers at the front desk, ordering office supplies, entering leave reports, support in completing and reconciling financial transactions in FAST, coordinating changes, and updates to the physical office space, and overseeing the general physical state of the Career Services Office This position requires the incumbent to be working on campus in the Career Services office 5 days per week, Monday to Friday during regular business hours


The incumbent must possess the following qualifications:
• A thorough knowledge of office procedures; must possess excellent word processing, organizational, and records management skills.
• A thorough knowledge of database software.
• Familiar with word processing packages (e.g. Microsoft Word), spreadsheet applications (e.g. Microsoft Excel) and website maintenance software (e.g. Wordpress).
• Strong time-management skills and the ability to organize work and perform duties in a responsible manner with minimum supervision is required.
• Excellent communication and interpersonal skills are necessary, as the incumbent will be working closely with students and personnel from employer organizations.
• Accuracy and attention to detail is essential for all aspects of the position.

Education and Experience:

The above is normally acquired through the completion of:
• Completion of a two year post-secondary program at the college level, in addition to office administration training.
• Three years of related experience, some of which should be in an academic environment. Experience in a career support environment is preferred.

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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