Administrative Assistant
7 hours ago
**Duties and Responsibilities**:
The Administrative Assistant is responsible for reception and general office duties in the Office of the Dean. In addition, the incumbent provides administrative support to the Associate Dean, Students and Enrolment, the Associate Dean, Research and International, the Associate Dean, Academic, and the Associate Dean, Equity and Inclusion.
The Administrative Assistant enters expenses and travel claims in the Travel and Expense System and reconciles the office’s monthly p-card as well as performs other financial duties. The Administrative Assistant assists with the FPA Excellence Awards.
The incumbent contributes to the smooth operation of the Dean’s office by liaising with various academic and administrative offices; arranging meetings and appointments for the Associate Deans; composing routine correspondence for the Associate Deans.
This position deals with highly confidential student information. Initiative, good judgment, tact and the ability to deal effectively with faculty, staff, students and the general public are essential. This position requires the ability to work as a team member in combined efforts to meet deadlines and emergencies. Superior interpersonal skills are required in this diverse environment.
**Qualifications**:
**The incumbent must possess the following qualifications**:
- Strong oral and written communication skills are essential.
- Must be able to synthesize and use information intelligently, responsibly and creatively, and must be able to interpret and act on a variety of issues.
- Sound organizational skills, problem-solving ability, sensitivity and superior communication skills, to work effectively with Carleton’s diverse community, welcoming a variety of visitors to the Dean’s office.
- Resourcefulness, initiative and excellent time management skills are essential to cope with the very tight deadlines and pressures of multiple demands.
- Must be familiar with the latest versions of a wide variety of computer programs such as Microsoft Excel, Word, PowerPoint, as well as the Travel and Expense System, eShop and BANNER student records.
**Education and Experience**:
**The above is normally acquired through the completion of**:
- Completion of a University degree
- Four years of administrative experience in a university environment. Experience providing administrative support to faculty is highly desirable. Experience in roles interacting with students is highly desirable.
**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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