Departmental Administrator

2 weeks ago

Ottawa, Canada Carleton University Full time

**Duties and Responsibilities**:
The Departmental Administrator reports to, consults with, and provides administrative support to the Chair, and implements operational needs and goals as communicated by the Chair. The primary responsibilities include: (i) overseeing and coordinating the unit’s day-to-day administrative functions which includes office, academic and research activities, and (ii) being an integral part of the team charged with developing and implementing short and long term plans relating to the delivery of the unit’s academic and research functions.

The Administrator coordinates and oversees the day-to-day operations of the Unit by:

- directly supervising support staff and indirectly supervising and advising technical staff on administrative and budgetary matters;
- ensuring compliance of staff and faculty on administrative policies, procedures and regulations;
- taking the lead on and implementing course and teaching schedules, in consultation with the Chair;
- overseeing and administering all budgetary processes (except for full time salaries) in the unit and ensuring detailed financial files are kept up-to-date;
- maintaining administrative and technical staff personnel files and ensuring up-to-date file management; and
- providing advice and guidance to faculty on teaching and research budget and administrative matters.

The Administrator supports the Chair by:

- providing advice on all aspects of University regulations, procedures and departmental administrative matters associated with academic, administrative, research, and personnel issues;
- seeking out, compiling and providing information for long and short term planning purposes;
- being involved in academic and administrative policy discussions, and planning and development processes;
- acting as a liaison and in an advisory capacity in all matters for technical staff who report to the Chair; and
- representing the Department at administrative meetings within the Faculty and the University.

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

- Capable of relating to, and communicating with others working or studying in a post-secondary educational and research environment
- Possessing strong administrative, organizational and inter-personal skills
- Clear understanding of administrative and office procedures, budget administration, accounting principles, supervisory skills, academic administration, and current specialized computer programs utilized by the University, such as the BANNER STUDENT SYSTEM (especially SASSECT for timetabling), the F.A.S.T. REPORTING SYSTEM (for dealing with operating and research budgets), PHATIME (for staff leave reporting), ENTERPRISE (room booking system), PINNACLE (telephone billing system), along with other applicable and relevant standard office software (such as Microsoft Outlook, Word, spreadsheets, including Excel, and database management).
- Strong administrative, problem-solving, interpersonal, supervisory, and oral and written communication skills are essential.
- Good judgment, initiative, resourcefulness, tact and discretion are fundamental.
- Good understanding of the Department's and University's general rules and regulations, as outlined in both the annually-revised Undergraduate and Graduate Calendars, as well as the numerous Collective Agreements governing employee relations.
- Ability to work under pressure, to communicate effectively (verbally and in writing) with academic personnel, technical and administrative staff, and others on and off campus.
- Experience in academic department administration is preferred.

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

- University degree plus some business or management training; computer skills, including standard office software (i.e. word processing, spreadsheets, database, etc.) and Carleton administrative software.
- Seven years in a university setting, including experience in both the operational and academic (teaching, research, service) aspects of the university.

**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;

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