Administrative and Digital Content Assistant

1 month ago

Ottawa, Ontario, Canada Carleton University Full time
Duties and Responsibilities:


Under the supervision of the Departmental Administrator and under the general direction of the Chair, the incumbent performs a variety of administrative duties that require initiative, tact, judgment and confidentiality.


The incumbent provides administrative support for the management of teaching and research assistants; coordinates office assignments of graduate students, research assistants, post-doctoral fellows, and visiting researchers; compiles student applications for external awards such as OGS and NSERC awards, endowment awards, travel research bursary; and assists with administrative duties.


The incumbent assists with departmental promotions and publicity activities, including events, guest speakers and social media; coordinates special events such as John Adjeleian lecture, Deans honor list reception, academic orientation, and in-person and online student-related events.

The incumbent also maintains and updates all aspects of the Departments website and social media accounts.


The incumbent; responds to all front counter inquiries and directs individuals to the appropriate staff or faculty member; answers and directs telephone inquiries; distributes mail and deliveries received in the Department's Main Office.


The incumbent assists faculty members with purchasing, reconciling university-issued credit cards, and travel and expense submissions; and maintains and budgets departmental supplies.


The incumbent assists the Chair/Administrator with special projects and/or assignments related to the department as required; monitors the Departmental email addresses including Chair, Hiring, and Admin; assists when required with the operational needs of the department and performs other administrative duties in peak periods and/or in the absence of administrative staff, as well as performs other related duties as required.

Qualifications:

The incumbent must possess the following qualifications:

  • Thorough knowledge of office procedures, including familiarity with teaching assignments and coursework.
  • Excellent typing, organizational, and interpersonal skills.
  • Ability to effectively and tactfully communicate with faculty, students, staff, and the public.
  • Proficiency in using current technology, including Outlook, Microsoft Office, Adobe Professional, and university-specific systems and applications.
  • Participation in university-hosted workshops to update skills.
  • Strong organization skills with the ability to prioritize tasks and meet deadlines.
  • Effective interpersonal and communication skills for interaction with faculty, students, administrative staff, and the public.
  • Capacity to handle multiple tasks simultaneously while providing support to departments, staff, faculty, and students.
  • Attention to detail and precision.
  • Experience in website maintenance.
  • High proficiency in Word, Excel, PowerPoint, and Outlook.
  • Knowledge and experience with paper and electronic filing and record-keeping.
  • Thorough understanding of policies and procedures related to graduate studies.
  • Familiarity with student functionality in BANNER and other university applications such as EShop and the Travel & Expense system.
  • Preferred experience in event management.
  • Problem-solving skills and ability to work under strict deadlines.
  • Effective teamwork abilities.
  • Clear and prompt communication with others, including responding to requests and inquiries from staff.
  • Ability to communicate effectively using social media.
Education and Experience:
The above is normally acquired through the completion of:

  • The completion of a three year diploma or university degree.
  • Minimum of three years of progressive administrative experience, including a minimum of one year in a post-secondary setting (or an equivalent combination of education and experience).
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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