Recruitment and Admissions Assistant

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:  J0223-0518

Job Title:  Recruitment and Admissions Assistant

Job Type:  Career Development Assignment (CDA)

Department:  Undergraduate Recruitment Office (incls Telecounselling)

Job Category:  Student Services

Number of Positions:  1

Date Posted (dd/mm/yyyy):  06/03/2023

Closing Date (dd/mm/yyyy):  13/03/2023

Salary (with Salary Rate):  53,769.00 - 58,682.00/Year

Assignment Duration From:  13/03/2023

Assignment Duration To:  19/01/2024

Employee Group:  CUPE 2424

Salary Level:  6PE

Hours Per Week:  35

Date Position Available:  13/03/2023

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.

Under the supervision of the Admissions and Recruitment Coordinator, the incumbent responds to telephone, counter, social, online chat and email inquiries on admission requirements, admission assessment and application status; provides preliminary advice, information and literature to prospective students; assists potential applicants in interpreting and/or completing admission forms and document requests; uses Carleton Central; accesses other online resources such as Ontario Universities’ Info (OUInfo) and the Ontario University Application Centre website; refers applicants to admission officers and/or the Undergraduate Recruitment Office personnel for advising when appropriate; processes information requests using a computerized enrolment management system; participates in training of summer staff and part-time students; assists in booking campus tours and appointments for prospective students visiting the campus; books advising appointments for prospective applicants; assists in promotional and information mailings to applicants during admission cycle; imports data from the Web into computerized enrolment management system for letter generation; opens and distributes mail to the Undergraduate Recruitment Office; forwards mail to appropriate offices.

The incumbent must possess the following qualifications:
• Able to multi-task and problem solve when dealing with all clients.
• Excellent communication skills, both oral and written are mandatory.
• A sound knowledge of the University structure, services and academic regulations is required. • Also essential to the position is the ability to work both individually and as part of a team.
• Sufficiently knowledgeable to respond to enquiries, or refer students to the appropriate office or individual; be able to use computer programs to extract and interpret information on student records; operate word processing and data base software to query data base files and use templates to prepare written correspondence including emails and social media posts.
• Ability to create, enter and extract data from prospective student files.
• Must understand the requirements of the Freedom of Information and Protection of Privacy Act (FIPPA).

The above is normally acquired through the completion of:
• Secondary school, plus 2 years of post-secondary education; some computer knowledge, word processing, data base management training.
• 3-4 years related experience, preferably in the Recruitment or Admissions area, including 1-2 years in a database management/word processing environment.

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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