Undergraduate Administrator

1 month ago

Ottawa, Canada Carleton University Full time

**Duties and Responsibilities**:
Reporting to the Departmental Administrator, the incumbent administers all undergraduate student processes from recruitment through to graduation. The Undergraduate Administrator has responsibility for effective communication and interaction with academic and administrative units supporting the B.A. Honours, B.A. General, and B.P.A.P.M degrees and with all students and potential students expressing an interest in Law or courses offered in Law. The Undergraduate Administrator advises students of their course selection for complex programs and their eligibility for promotion and continuation, through to graduation and awards, creates files and maintains undergraduate student records, verifies published prerequisite courses against all students registered in Law courses, conducts initial reviews of audits regarding eligibility of students to remain in programs, maintains the historical record of Undergraduate Final Grade Reports and Change of Grade Reports in the department, reviews departmental lists for graduation, answers inquiries and provides support to the Undergraduate Supervisor and Undergraduate Curriculum Committee.

The Undergraduate Administrator responds to all academic-related questions and concerns of faculty, contract instructors and students, and when appropriate will consult the Chair or Undergraduate Supervisor. The incumbent receives and formats all formal examinations and is responsible for ensuring that copies are received by Examination Services by the appropriate deadline. The incumbent administers the departmental teaching evaluation process, following CUASA and CUPE 4600 Unit 1 regulations, in a confidential manner. The incumbent participates fully in developing, planning, organizing and promoting events, programs and activities designed to increase enrolment and retention in the B.A. and Honours B.A. in the Department of Law.

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

- Strong interpersonal and problem-solving skills are essential to deal with sensitive student issues, as is good judgment, initiative, resourcefulness, tact and discretion.
- Ability to work under pressure and to communicate effectively (verbally and in writing). With - Capable of relating to all members of the University community (staff, faculty, contract instructors, and students), must respond to queries in a professional manner, and must possess the ability to work successfully without direct supervision.
- Sensitivity to and understanding of various cultural, ethnic and linguistic profiles.
- Excellent administrative and time management skills with the ability to organize work effectively, set priorities and meet strict deadlines without supervision; has the ability to simultaneously work on several assignments with deadlines and pressures of multiple demands and changing priorities.
- Attention to detail and accuracy are critical functions of this position.
- Committed to ensuring confidentiality of all correspondence and files and be reliable.
- Ability to adapt to a changing electronic environment is essential.
- Remain current on University academic rules and regulations as well as the department’s academic program requirements.
- Thorough knowledge of academic policies and regulations throughout the University, and of the various programs offered by the department and a sound understanding of procedures governing the processing of student records.
- Good presentation skills and comfortable addressing groups.

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

- Undergraduate university degree.
- Minimum of four years administrative experience in a University setting, with increasing responsibility.
- Experience gained in the last two years should include progressive administrative responsibilities in a university environment and knowledge in an academic student 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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