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.

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Job Number:  J0224-0345

Job Title:  Undergraduate Administrator

Job Type:  Career Development Assignment (CDA)

Department:  School of Journalism and Communication

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  28/02/2024

Closing Date (dd/mm/yyyy):  06/03/2024

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

Assignment Duration From:  01/04/2024

Assignment Duration To:  30/09/2024

Employee Group:  CUPE 2424

Salary Level:  7PE

Hours Per Week:  35

Date Position Available:  15/04/2024

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 School Administrator, and with day-to-day guidance from the Undergraduate Supervisor and Program Head (Journalism), the Undergraduate Administrator is responsible for the provision of undergraduate administration for the Journalism Program. This includes advising students on required courses for their chosen programs, advising students of their eligibility for promotion and continuation, monitoring student academic performance and recommending actions, auditing and preparing graduation summaries, maintaining files on all undergraduate students in the Program, liaising with the Registrar’s office, Admissions, Awards, other schools and faculties, and maintaining databases of information. The undergraduate administrator ensures the smooth administrative operation of the School’s job placement program. The incumbent provides administrative support for faculty members and undertakes various assignments and projects as assigned by the School Administrator, Undergraduate Supervisor and Program Head. The incumbent also acts for the Journalism Graduate Administrator and Bachelor of Media Production and Design Undergraduate Administrator in his/her absence.

The incumbent must possess the following qualifications:
• The type of individual necessary to carry out the duties required must present experience, maturity and articulation, be capable of working with minimal supervision, and be able to relate to others working or studying in a post- secondary education institution.
• Post-secondary study provides the opportunity for training and experience in writing and research techniques, and lends to the process of maturity and the building of self-confidence.
• All these attributes are necessary to deal with various levels of internal and external contacts.
• There is a great deal of diversification in the position which calls for flexibility, resilience and the ability to work under pressure.
• Consequently, organization and prioritizing combined with strong interpersonal abilities are necessary skills.
• The incumbent must possess fast and accurate keyboarding skills, utilize office automation software and the University’s BANNER system, as well as have a good understanding of the program’s and the University’s policies and academic regulations as outlined in the Undergraduate Calendar.
• Also necessary is a thorough understanding of the on-going structural and procedural changes within the University, and the rationale underlying them.

The above is normally acquired through the completion of:
• Completion of an undergraduate university degree.
• Minimum four years experience in a university setting, with incremental responsibilities, including a sound knowledge of undergraduate studies, university policies, and university structure and procedures, both administrative and academic.

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 in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety 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 University policies and directives, including 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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