Undergraduate Administrator

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:  J0922-1054

Job Title:  Undergraduate Administrator

Job Type:  Continuing Full Time

Department:  Criminology & Criminal Justice

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  05/10/2022

Closing Date (dd/mm/yyyy):  13/10/2022

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

Employee Group:  CUPE 2424

Salary Level:  7PE

Hours Per Week:  35

Date Position Available:  11/10/2022

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.

The Undergraduate Administrator is the primary contact in the Institute for inquiries regarding the Undergraduate Program. Under minimal supervision of the Institute Administrator, the incumbent advises students regarding program requirements; assists with admissions, as well as Fall, Winter and Summer registration. The incumbent is also responsible for approving students for Fall, Winter and Spring graduations; reviewing academic audits for accuracy on a regular basis, and alerting the Institute Administrator to serious problems with these audits, taking appropriate action to correct minor errors; and maintaining statistics on undergraduate students as required. These tasks constitute the majority of the Undergraduate Administrator’s duties.

Furthermore, the incumbent is responsible for answering the main telephone and provides general office reception; providing information and answers to a wide variety of questions regarding the Institute’s undergraduate program, course offerings and activities. In addition, there are routine inquiries that require a response from inside the University, other universities and the general public.

The position also entails the provision of administrative support for the Field Placement Coordinator as well as the Institute Management Committee and Institute Board. The incumbent is called upon to compose a variety of correspondence and is expected to be familiar with and operate various types of office equipment (computer systems, photocopier, facsimile machine, computer software, etc.), including accessing Banner, FAST and OIRP Data Cube systems in order to obtain student data. The incumbent is also responsible for sorting and distributing incoming mail; assisting with student recruitment activities, facilitating communication with student organizations (e.g., the Criminology Society), and performing other duties as assigned.

The incumbent must possess the following qualifications:
• Requires initiative, good judgement and the ability to work independently.
• The ability to organize work, set priorities, handle multiple tasks and work quickly and accurately under pressure to meet deadlines.
• Proficient communication skills, both oral and written, as well as the ability to organize and provide first-level analysis of data.
• Highly developed interpersonal skills and the ability to be patient and to use tact and discretion are paramount when dealing with faculty, students, potential students, and the general public, using confidence and initiative to handle difficult situations.
• A sound knowledge of the undergraduate program, thorough knowledge of general office procedures; knowledge of university academic regulations and administrative structure; knowledge of current computer software applications and various University databases (e.g. Banner, FAST, OIRP Cubes, etc.)

The above is normally acquired through the completion of:
• Completion of an undergraduate University degree.
• Minimum of 4 years of experience in a University office environment. Equivalencies will be considered.

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 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.

View complete position description

You must login first before attempting to apply for any postion.

Please confirm that you have updated your candidate profile, if you are a returning applicant. Please note your profile includes important screening information.