Institute Administrator

3 weeks ago

Ottawa, Canada Carleton University Full time

**Duties and Responsibilities**:
The Institute Administrator has a complex and diverse set of responsibilities. Working with mínimal supervision from the Institute Director, and along with the Administrative Assistant, the Institute Administrator is responsible for the efficient administrative operation of the Institute.
The Institute Administrator administers the Institute’s operating budget; monitors grant/contract accounts; coordinates the paperwork related to faculty members’ career decisions (Tenure and Promotion); coordinates the Visiting Scholar program; facilitates the mentoring and student exchange programs; administers the Institute’s data and file management system.

Assists the Director in administering University, Faculty & the Institute’s regulations and procedures; provides extensive support to the Director in compiling the Institute’s timetable and annual budget submissions; supports the recruitment and appointment of faculty, contract instructors (as necessary) and the allocation of teaching assistants; provides advice, guidance and administrative support to faculty and instructors relating to their teaching and research activities.

The Institute Administrator supervises temporary support staff on administrative issues ensuring compliance with administrative policies, procedures and regulations in the Institute. The Institute Administrator deals with personnel issues including space coordination (allocating and inspecting offices and other rooms assigned to the Institute), monthly leave reporting, payroll, and Health & Safety matters.

Coordinates and edits the Institute’s submission for the Undergraduate and Graduate Calendars (as appropriate) and other institutional publications; prepares and coordinates the Institute’s submission of the Summer Session; prepares statistics and other information as required.

Represents the Institute at administrative meetings on administrative matters within the Institute and the University and performs other duties as requested by the Director.

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

- Knowledge of Institute, Faculty, University regulations and procedures
- Strong computer skills (mínimally in word processing, spreadsheet, and Banner)
- Strong verbal and writing communication skills
- Independent judgement and initiative
- Ability to analyze, organize, work with figures, set priorities, and work under pressure.
- Diplomacy, tact and a high level of interpersonal skills are mandatory.
- Excellent written and oral competence in at least one indigenous African language would be considered an asset.

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

- Three-year university degree or college diploma, or three years of post-secondary study, preferably in a related field.
- Five years of related and progressively responsible experience in both administrative and academic environments.
- At least one year of supervisory experience would be considered an asset.

**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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