Undergraduate and Office 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.

Please note that the position is not eligible for Flexible Work as it requires on-campus presence 5 days of the week due to the operational responsibilities of the role.

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:  J0324-0250

Job Title:  Undergraduate and Office Administrator

Job Type:  Career Development Assignment (CDA)

Department:  Earth Sciences

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  27/03/2024

Closing Date (dd/mm/yyyy):  04/04/2024

Salary (with Salary Rate):  59,382.00 - 64,850.00/Year

Assignment Duration From:  15/04/2024

Assignment Duration To:  31/03/2025

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.

Reporting to the Departmental Administrator, the Undergraduate and Office Administrator is essential to the Department and fulfills six key roles.
1) The incumbent is the first point of contact for the Department and assists students, members of the general public, staff, faculty, contract instructors, adjunct professors and other researchers with inquiries of a general, procedural or academic nature concerning the Department, Undergraduate Programs, Outreach Programs and their activities.
2) The incumbent administers all undergraduate student processes from recruitment through to graduation.
3) The incumbent responds to all academic-related questions and concerns of Faculty, Contract Instructors and students, and when appropriate will consult the Departmental Administrator.
4) The incumbent participates fully in developing, planning, organizing and promoting events, seminar series, programs and activities in support of the Department.
5) The incumbent is responsible for day to day administration of the department office and providing access to teaching laboratories and classrooms.
6) The incumbent assists the Department Administrator as needed and performs other related duties as requested by the Departmental Chair or Departmental Administrator from time to time.

The incumbent must possess the following qualifications:
• Excellent administrative, organizational, and time management skills.
• Proficient knowledge of university structure and regulations.
• Proficiency in manipulating electronic data processing equipment and software applications, including the MS Software Suite, graphics and photograph manipulation programs, web interfaces (including social media), and specialized academic-program focused software.
• Strong interpersonal and problem-solving skills for dealing with sensitive student issues.
• Demonstrated good judgment, initiative, resourcefulness, tact, and discretion.
• Ability to work effectively under pressure and communicate effectively (verbally and in writing).
• Capability to relay information to all members of the University community and the general public professionally.
• Ability to work successfully without direct supervision.
• Sensitivity to and understanding of various cultural, ethnic, and linguistic profiles.

The above is normally acquired through the completion of:
• Successful completion of an undergraduate degree. The equivalent amount of combined education and experience would also be considered.
• A minimum of three to four years of forward facing administrative experience in a post-secondary setting.

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.

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.