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Faculty Administrator

3 months ago

Ottawa, Ontario, Canada Carleton University Full time

Duties and Responsibilities:


Reporting to the Manager, Administrative Services, the Faculty Administrator assists in overseeing the day-to-day administrative operations of the Office of the Dean and ensuring the efficient use of time and resources.

The Faculty Administrator provides supervision to the Administrative and Financial Assistant ensuring that there is ongoing administrative support is provided to all members of the Decanal and Management Teams.

The Faculty Administrator participates in recruiting and training new office staff.

The Faculty Administrator provides support for the Dean, Decanal, and Management Teams. The Faculty Administrator coordinates the Dean's calendar, organizes and implements daily, weekly, monthly, and annual calendars.

The Faculty Administrator coordinates the preparation and flow of information and materials for several committees, boards, meetings, events, and engagements, including the Science Chairs and Directors Committee, the EDI Committee, the Science Health and Safety Committee, and the Faculty Mentoring events and engagements.

The Faculty Administrator also assists with the coordination and logístical support for faculty-wide meetings on behalf of the Dean and Associate Deans.


The Faculty Administrator plays a key role in academic administration, including monitoring deadlines, distributing information, and collecting documentation for the faculty tenure and promotion process, the faculty CDI process, and the annual pre-tenure review process.


The Faculty Administrator takes responsibility for general office administration, maintaining an inventory of office supplies, and coordinating incoming messages and requests.


Qualifications:

The incumbent must possess the following qualifications:

  • A general knowledge of university structure and its services is required as well as advanced computer skills and flexibility with regard to work time.
  • A high level of professional maturity with proven procedural and administrative skills.
  • Excellent organizational skills
  • The ability to adhere to deadlines effectively with limited supervision
  • The ability to establish priorities
  • A thorough knowledge of university and administrative policies
  • The ability to define and resolve problems; the ability to interact professionally with people at a senior level
  • The ability to handle confidential information.
  • Exceptional communication skills (oral and written).
  • The ability to effectively take notes and prepare minutes of meetings.

Education and Experience:

The above is normally acquired through:

  • The completion of a University degree.
  • Five years of administrative experience, preferably in a postsecondary environment with experience at a progressive senior secretarial/administrative/financial assistant level, including experience providing supervision.

HR Note:

Carleton University and CUPE 2424 are currently completing a joint job evaluation and pay equity project.

The University and the Union are working together to describe the skills, effort, responsibilities and working conditions associated with every CUPE 2424 job, including this one.

As a result, the job description that is currently associated with this posting (for recruitment purposes) may be revised to reflect the actual duties captured in the new job descriptions.

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.