Institute Administrator

6 days ago

Ottawa, Ontario, Canada Carleton University Full time

Duties and Responsibilities:

The Institute Administrator is the sole support staff member in the Institute.

S/he is responsible for all academic and administrative duties associated with the operation of the Institute and carries out these duties under the direction of the Institute's Director.


Duties cover three main areas:
administration of the Institute, graduate administration and secretary to the Director. The Administrator reports to the Director of the Institute.


The Administrator assists with the preparation and implementation of the Institute's budget, and has signing authority for all departmental accounts.

The Administrator prepares and coordinates timetable submissions, calendar submissions, teaching evaluations, and electronic grade submission. Attends monthly meetings of the Graduate Council, the faculty administrators meetings, and all training and information sessions as required.

The administrator is responsible for the content and maintenance of the Institute website, as well as the creation and distribution of all electronic notices of Institute events and information.

The administrator designs and oversees the production and distribution of paper notices such as posters, brochures, etc. S/he is responsible for the maintenance of the offices and other physical aspects of the Institute.

The administrator assists in the selection of Visiting Professors (normally two per year), their access to University services, and their teaching requirements.

The Administrator also maintains a database of alumni including contact, further education and employment information.

As well as the duties of the Administrator, the position includes the duties of the Director's secretary.

The position receives and answers all inquiries regarding the Institute; composes correspondence; prepares program-related reports; and other duties as assigned.

The incumbent provides administrative support to the Director, the Visiting Professors and the Institute-related work of the 45 cross-appointed core faculty.


Qualifications:

The incumbent must possess the following qualifications:

  • Thorough knowledge of all university procedures and regulations
  • Strong computer skills (website maintenance, Banner, word processing)
  • Excellent verbal and written communication skills
  • The ability to work with figures and statistical data, compile reports, compose correspondence, and to organize and prioritize workload
  • Independent judgment, diplomacy, tact and a high level of interpersonal skills are required

Education and Experience:

The above is normally acquired through the completion of:

  • Completion of a Bachelor's Degree
  • Five years administrative experience, including a minimum of four years specific university experience, and a sound knowledge of graduate program regulations and advising experience.
  • Some event, web and social media experience is strongly preferred.

HR Note:

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.

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