Departmental Administrator

6 months ago

Ottawa, Canada Carleton University Full time

**Duties and Responsibilities**:
The Departmental Administrator, working with the minimum of supervision from the Chair of the Department, is primarily responsible for the efficient administrative operation of all aspects of the Department which consists of three undergraduate programs, one Masters and one PhD program, 38 faculty and 34 contract instructors.

The incumbent acts in an advisory capacity to the Chair in administering University regulations and procedures, as well as departmental administrative and budgetary matters on a day to day basis. It is the Departmental Administrator’s responsibility to ensure that the Chair is well supported in his/her role, particularly given that the Chair’s position changes every three years and the Administrator’s position offers consistency. The Chair relies on the Administrator for the history as well as for advice in dealing with many academic and administrative matters.

The incumbent supervises departmental support staff, casual workers and Work Study students. Using BANNER, the Departmental Administrator prepares teaching timetables and class schedules for fall, winter and summer. The incumbent cordinates the contractual process for Contract Instructors which includes recruitment, space assignment, and administrative support. Liaises extensively with faculty, staff, students, the Dean of FASS, and the Assistant Director, Human Resources when necessary, with other administrative officers of the University, and with external contacts, for the provision of services, and the compilation of information. Supervision of four staff members is a significant responsibility as the incumbent must ensure that all administrative needs are met by prioritizing and assigning work, ensuring excellent service to students and compliance with policies and regulations. Arranges office accommodation for faculty and contract instructor; maintains and updates the equipment inventory for the department. Co-ordinates the administration of teaching evaluations. Serves as custodian for all keys for faculty offices and laboratories. Arranges departmental events; provides advice regarding to University procedures and HR/Staff matters and the various Collective Agreements; performs miscellaneous duties as required by the Chair. The incumbent is integral to the efficient and effective operation of the Psychology Department.

**Qualifications**:
**The incumbent must possess the following qualifications**:

- Capable of relating to others working or studying in a post-secondary educational and research environment
- Strong managerial skills
- Clear understanding of administrative and office procedures
- Sound financial management, personnel management and computer programs.
- Good judgment, initiative, resourcefulness, tact, discretion, professionalism, and the ability to provide timely accurate information are essential.
- Strong administrative, problem-solving, interpersonal and supervisory skills are required.
- Remain current on changes to the Income Act of Canada and regulations established by the Canadian Revenue Agency.
- Thorough knowledge of the department’s, faculty and University’s operating procedures and policies, as outlined in the graduate and undergraduate calendars and the Handbook for students.
- Ability to work under pressure, to communicate effectively (written and verbal), to establish priorities, to recognize the need for change, to develop and implement change as needed, and to resolve issues in a timely manner.
- Mature, must possess integrity, use diplomacy and sensitivity and must be respectful to all individuals with whom they come into contact.
- Computer skills including the Office Suite of programs and knowledge of financial spreadsheet software

**Education and Experience**:
**The above is normally acquired through the completion of**:

- University degree (including business or management training)
- Seven years of relevant experience, preferably in a university environment including experience in the operational and academic sides of the university, with increasing levels of knowledge and responsibility
- Supervisory experience is essential

**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;

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