Administrative Assistant to The Chair

2 weeks ago

Ottawa, Canada Carleton University Full time

**Duties and Responsibilities**:
**Qualifications**:
**The incumbent must possess the following qualifications**:

- Demonstrated experience in administrative and reception roles, with the strong ability to coordinate calendars and schedules, knowledge of database and file maintenance and strong customer service skills are essential to the role.
- Excellent knowledge and experience of current office technology, including Acrobat Professional, and the Microsoft Office Suite (Excel, Word, and PowerPoint in particular) is required.
- Knowledge of administrative software customized for the University—such as Banner, the Travel and Expense System, eShop would be an asset.
- Strong verbal and written communication skills are essential, with the ability to write, edit, proofread and post communications materials is an important aspect of this position.
- Experience maintaining websites and updating social media, using Wordpress and familiarity with current social media platforms is required.
- Good understanding of course outlines and the academic hiring process would be an asset.
- The incumbent must be able to synthesize and use information intelligently, responsibly, and creatively, and must be able to interpret and act on a variety of issues.
- Excellent time management and organizational skills, with the ability to plan and organize in a systematic and rational manner and work in terms of measurable objectives, prioritize tasks, and operate independently are required to cope with the deadlines and pressures of multiple demands.
- Excellent interpersonal skills are essential, to work successfully as part of a team and for the effective execution of reception duties.
- Tact, discretion and patience must be exercised when dealing with faculty, visiting scholars, contract instructors, students, other staff, and the general public.
- Resourcefulness, initiative, problem-solving skills, flexibility and the ability to contribute positively to the work of the administrative team of the department are extremely important

**Education and Experience**:
**The above is normally acquired through**:

- Completion of an undergraduate degree
- Minimum of three years in relevant administrative positions, ideally in a university setting

**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.

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