Undergraduate Administrator

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:  J0922-0365

Job Title:  Undergraduate Administrator

Job Type:  Career Development Assignment (CDA)

Department:  Law

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  19/09/2022

Closing Date (dd/mm/yyyy):  26/09/2022

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

Assignment Duration From:  03/10/2022

Assignment Duration To:  31/12/2022

Employee Group:  CUPE 2424

Salary Level:  7PE

Hours Per Week:  35

Date Position Available:  26/09/2022

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.

Reporting to the Departmental Administrator, the incumbent administers all undergraduate student processes from recruitment through to graduation. The Undergraduate Administrator has responsibility for effective communication and interaction with academic and administrative units supporting the B.A. Honours, B.A. General, and B.P.A.P.M degrees and with all students and potential students expressing an interest in Law or courses offered in Law. The Undergraduate Administrator advises students of their course selection for complex programs and their eligibility for promotion and continuation, through to graduation and awards, creates files and maintains undergraduate student records, verifies published prerequisite courses against all students registered in Law courses, conducts initial reviews of audits regarding eligibility of students to remain in programs, maintains the historical record of Undergraduate Final Grade Reports and Change of Grade Reports in the department, reviews departmental lists for graduation, answers inquiries and provides support to the Undergraduate Supervisor and Undergraduate Curriculum Committee.

The Undergraduate Administrator responds to all academic-related questions and concerns of faculty, contract instructors and students, and when appropriate will consult the Chair or Undergraduate Supervisor. The incumbent receives and formats all formal examinations and is responsible for ensuring that copies are received by Examination Services by the appropriate deadline. The incumbent administers the departmental teaching evaluation process, following CUASA and CUPE 4600 Unit 1 regulations, in a confidential manner. The incumbent participates fully in developing, planning, organizing and promoting events, programs and activities designed to increase enrolment and retention in the B.A. and Honours B.A. in the Department of Law.

The incumbent must possess the following qualifications:
• Strong interpersonal and problem-solving skills are essential to deal with sensitive student issues, as is good judgment, initiative, resourcefulness, tact and discretion;
• Ability to work under pressure and to communicate effectively (verbally and in writing);
• With excellent interpersonal skills, the incumbent must be capable of relating to all members of the University community (staff, faculty, contract instructors, and students), must respond to queries in a professional manner, and must possess the ability to work successfully without direct supervision;
• Sensitivity to and understanding of various cultural, ethnic and linguistic profiles;
• Must possess excellent administrative and time management skills with the ability to organize work effectively, set priorities and meet strict deadlines without supervision;
• Ability to simultaneously work on several assignments with deadlines and pressures of multiple demands and changing priorities;
• Attention to detail and accuracy are critical functions of this position;
• Must be committed to ensuring confidentiality of all correspondence and files and be reliable;
• Excellent skills in software applications relevant to the University’s electronic office including, Word, Excel, Access, Scheduler, Exchange, Outlook, BANNER, the DARS audit system and various GREPORTS. As well, the ability to adapt to a changing electronic environment is essential.
• Must also remain current on University academic rules and regulations as well as the department’s academic program requirements;
• Familiar with campus life, the incumbent possesses a thorough knowledge of academic policies and regulations throughout the University, and of the various programs offered by the department and a sound understanding of procedures governing the processing of student records;
• The incumbent acts as an information resource for students, the Chair, members of the faculty, and contract instructors;
• Good presentation skills and be comfortable addressing groups.

The above is normally acquired through the completion of:
• Requires the successful completion of an undergraduate university degree.
• A minimum of four years administrative experience in a University setting, with increasing responsibility.
• Experience gained in the last two years should include progressive administrative responsibilities in a university environment and knowledge in an academic student 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 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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