Institute Administrator

1 month ago

Ottawa, Canada Carleton University Full time

**Duties and Responsibilities**:
The Departmental Administrator is responsible for the efficient administrative operation of all aspects of the Department, working with mínimal supervision from the Director. This represents a large, complex and varied set of duties and tasks. The primary responsibilities of the position include (1) coordinating and overseeing the Department’s administrative functions on a day-to-day basis, which comprise: office, academic, personnel, and budgetary activities; and (2), in the longer term, fully participating in the administration, implementation and evaluation of plans to deliver the Department’s programs. The Administrator supervises the departmental staff on all administrative issues, and ensures the compliance of staff and faculty of the unit with administrative policy, procedures and regulations. The Administrator is responsible for the smooth, efficient and collaborative operation of all administrative and budgetary processes in the department, the resolution of problems occurring in these matters, as well as the maintenance of personnel files, in line with the operational needs and goals of the Department as communicated by the Director. More specifically, the Administrator coordinates and edits the Departmental submission for the Undergraduate calendars; builds the annual academic timetable structure; Coordinates physical space in the department, maintains Institute records on computer; answers queries from students, the university and the public; course scheduling, publicity materials, course evaluations and E-Grades; coordinates student course needs with other Administrators; ¬provides administrative services for conferences, seminars and guests; is responsible for the facilities and equipment; supervises the Institute’s common area; assists the Director with the Institute’s undergraduate calendar submissions. The Institute Administrator oversees student recruitment, Institute conferences and special events, acts as the administrative staff resource at departmental meetings within the Faculty and the University. The Institute Administrator also supports the Director by assisting special or infrequent tasks, such as hiring of faculty or cyclical program reviews.

The Departmental Administrator acts in an advisory capacity to the Director regarding University regulations and procedures, undergraduate academic program regulations and procedures, and departmental administrative matters. The Administrator also provides advice, guidance and administrative support to faculty and instructors relating to their teaching and research activities. Finally, the Administrator represents the Department at administrative meetings within the Faculty and the University and in administrative matters involving other units.

**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, budgeting skills, personnel supervision, academic administration, and computer programs including:

- BANNER Student System (especially SSASECT for timetabling);
- FAST Reporting System (for managing operating budgets);
- PHATIME (for staff leave management);
- TPHi; purchasing card reconciliation;
- WordPress along with other applicable and relevant “office suite” software (WORD, EXCEL and ACCESS).
- Strong administrative, problem-solving, interpersonal and supervisory skills are essential.
- The incumbent must have an excellent understanding of the Department's 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, and to develop plans for change where necessary.
- The position involves dealing with a large number of students and faculty 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

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

- Completion of a University degree (including business or management training); computer skills including the Office suite of programs and financial spreadsheet software.
- Five years of relevant experience in a university setting, including experience on both the operational and academic sides of the university, with increasing knowledge and responsibility.

**HR Note**:
Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be re

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