Undergraduate Administrator

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Job Number:  J0722-0916

Job Title:  Undergraduate Administrator

Job Type:  Continuing Full Time

Department:  English

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  29/07/2022

Closing Date (dd/mm/yyyy):  09/08/2022

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:  15/08/2022

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.

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. and Minor in English degrees and with all students and potential students expressing an interest in English or courses offered in the Department of English Language and Literature. The Undergraduate Administrator advises students of their eligibility for promotion and continuation, conducts initial reviews of audits regarding eligibility of students to remain in programs, answers inquiries and provides support to the Undergraduate Supervisor and the Undergraduate 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 reviews all course outlines to ensure that they conform to University rules and regulations, policies and procedures; both for regular period exams and deferred exams.

The incumbent provides various general administrative and academic support to the Department, including website maintenance, continuous communication through social networking sites, mail distribution, classroom bookings, and assisting with coordinating internal departmental services. In addition, the incumbent participates in developing, planning, organizing and promoting events, programs and activities designed to increase enrolment and retention in the B.A. and B.A. Honours in the Department.

The incumbent must possess the following qualifications:
• Strong interpersonal and problem-solving skills are essential to deal with sensitive student issues, as are good judgment, initiative, resourcefulness, tact, and discretion.
• Ability to work under pressure and to communicate effectively (verbally and in writing).
• Must be capable of relating to all members of the University community (staff, faculty, students), must respond to queries in a professional manner, and must possess the ability to work successfully without direct supervision.
• The position requires a sensitivity to and understanding of various cultural, ethnic and linguistic profiles.
• Must maintain working knowledge of the most current software used at the university, such as the MS office suite, BANNER, DARS and various GREPORTS, as well as online ordering software and our website maintenance software, WordPress.
• Working knowledge of social media, including but not limited to Facebook and Twitter.
• Can keep up-to-date by attending university training, workshops and meetings, along with online training and self-study

The above is normally acquired through the completion of:
• Completion of a three-year university degree.
• A minimum of four years administrative experience in a University setting, in roles of increasing responsibility.

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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