College Departmental Administrator

7 months ago

Ottawa, Canada Carleton University Full time

**Duties and Responsibilities**:
The Departmental Administrator reports, and provides support, to the Director in coordinating academic, personnel, and budgetary matters of the College on a day-to-day basis, according to the operational needs and goals of the department as communicated by the Director. The Administrator directly supervises support staff on all administrative issues, and ensures compliance with administrative policies, procedures and regulations in the Department.

The Administrator is responsible for the smooth and efficient operation of all administrative and budgetary processes in the College, as well as the maintenance of personnel files.

The Departmental Administrator acts in an advisory capacity to the Director in all aspects of University regulations and procedures, including both graduate and undergraduate academic program regulations and procedures and departmental administrative matters; ensures the sound financial administration of the Department’s operating budgets, donation accounts, research accounts and fiscal monies; represents the Department at administrative meetings with the Faculty and the University; provides advice, guidance and administrative support to faculty and contract instructors relating to their teaching and research activities.

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

- The incumbent must be capable of relating to others working or studying in a post-secondary educational and research institution with strong organizational skills, a clear understanding of administrative and office procedures, financial procedures, personnel supervision, academic administration, and computer programs such as Banner, and relevant Office Suite software (Word, Excel and Access), FAST, CourseLeaf, DCU and E-Shop that may be in use at the University. As well as remaining current with the Income Tax Act of Canada and Regulations established by the Canadian Revenue Agency, and as they may be amended from time to time. Strong administrative, problem-solving, interpersonal and supervisory skills are essential. Good judgment, initiative, resourcefulness, tact and discretion are necessary.
- The incumbent must have a good understanding of the College and University’s general rules and regulations, as outlined in both the annually-revised Undergraduate and Graduate Calendars. The incumbent must have the ability to work under pressure, to communicate effectively (verbal and written); to establish priorities; to recognize the need for change, to develop plans for change where necessary. The position involves dealing with a large number of faculty, contract instructors and students from varying cultural and academic backgrounds. Situations at times occur which require conflict resolution skills, tact and diplomacy; the incumbent must be mature, possess integrity and be able to act with discretion in matters of confidentiality. In dealing with students, particularly with respect to student problems, the individual must use diplomacy, good judgment, sensitivity and discretion.

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

- Three year University degree, preferably in a related field, or equivalent experience.
- Seven years of relevant experience, in a university setting, including experience on both operation and academic sides of the university, in roles with increasing knowledge and responsibility. Supervisory experience is a requirement.

**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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