Administrative Assistant

4 weeks ago

Ottawa, Canada Carleton University Full time

**Duties and Responsibilities**:
Working under the guidance of the Manager, Academic Support Operations and under the general direction of the Dean, the Administrative Assistant performs a variety of administrative duties within the Office of the Dean to ensure its smooth operation. This requires accuracy in general administration and communication matters, precision in completing special projects, initiative, discretion, tact, good judgement and confidentiality in dealing with a variety of requests and visits from faculty, staff, students, university management and senior officials, internal and external. Attention to detail and timely response are imperative.

The incumbent gathers and processes data to complete various reports, requested by the Council of Ontario Deans of Engineering, the National Council of Deans of Engineering and Applied Science, Professional Engineers Ontario, and Engineers Canada. This includes liaising with OIRP, Co-op, CORIS and other departments to gather required data.

The incumbent responds to all front counter inquiries and directs individuals to the appropriate staff member or office; answers and directs telephone inquiries; distributes mail and deliveries received in the Dean’s office.

The incumbent assists with special projects and/ or assignments related to the Dean’s office as required, monitors and updates various contact lists; assists with the operational needs of the office and performs other administrative duties in the absence of administrative staff.

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

- Excellent organizational skills;
- Up-to-date knowledge of University and administrative policies;
- Ability to meet and deal with people at the highest level;
- Ability to handle confidential information;
- Ability to work to deadlines, establish priorities, and work effectively with limited supervision;
- Thorough knowledge of secretarial/clerical and general office procedures;
- Excellent written and verbal communication skills, attention to detail, and accurate record-keeping skills are essential;
- Wide base of general knowledge;
- Must exercise tact, maturity and discretion;
- Excellent interpersonal skills and must be able to adapt effectively in a changing environment;
- Strong team membership and participation skills;
- Strong computer skills, including Windows, Word, Outlook, Adobe, Access, Excel and Banner.

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

- Three years of post-secondary education.
- Three years of related administrative experience, preferably in an academic environment

**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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