Undergraduate & Departmental Administrative Assistant (CDA)

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.

Job Number:  J0522-0208

Job Title:  Undergraduate & Departmental Administrative Assistant (CDA)

Job Type:  Career Development Assignment (CDA)

Department:  Psychology

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  12/05/2022

Closing Date (dd/mm/yyyy):  23/05/2022

Salary (with Salary Rate):  53,237.00 - 58,101.00/Year

Assignment Duration From:  06/06/2022

Assignment Duration To:  05/05/2023

Employee Group:  CUPE 2424

Salary Level:  6PE

Hours Per Week:  35

Date Position Available:  06/06/2022

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.

Works under the supervision of the Undergraduate Program Advisor; advises students on program requirements, program changes, course selection and understanding their degree audits; updates the departmental website; assists with reviewing files in preparation for Convocation; ensures that all final and deferred examinations are submitted to Scheduling and Examinations; assists in ensuring that undergraduate course outlines include required information; maintains excel databases for thesis, practicum and seminar students; responds to student inquiries by phone, email and in person; processes overrides request through Banner; enters restrictions on courses for registration; assists with prerequisite checking at the start of each term; responsible for maintaining departmental website and social media platforms as it pertains to undergraduate issues; maintains undergraduate Thesis Library; organizes PURE (Psychology Undergraduate Research Event) with the Undergraduate Chair; orders office supplies; assists with reception duties and distributing departmental mail; operates photocopiers and fax machines. Performs other duties as required.

The incumbent must possess the following qualifications:
• A thorough knowledge of program requirements and departmental and University regulations regarding undergraduate students
• Experience with student advising, including familiarity with student audits
• A high level of competency is required for record keeping and filing
• The work also requires a thorough knowledge of computer use and student data base systems
• The ability and knowledge required to keep the departmental website current and to monitor and update social media platforms
• The ability to deal effectively and tactfully with faculty, students, staff and the public is a necessary requirement
• Good knowledge of office practices and administrative skills
• Excellent interpersonal and communication skills
• Strong organization and time management skills
• Sound judgment in the resolution of day to day problems, with the ability to alert to potential problems and escalate them to the appropriate person
• Demonstrated ability to adapt to changing environments
• Accuracy and attention to detail is critical

The above is normally acquired through the completion of:
• Completion of a three-year undergraduate degree
• Three years of related experience, including two years’ experience in a post-secondary academic department, advising students, using student data base systems and web page maintenance programs.

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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