Undergraduate Administrator

**Duties and Responsibilities**:
The Undergraduate Administrator is the primary contact in the Institute for inquiries regarding the Undergraduate Program. Under mínimal supervision of the Institute Administrator, the incumbent advises students regarding program requirements; assists with admissions, as well as Fall, Winter and Summer registration. The incumbent is also responsible for approving students for Fall, Winter and Spring graduations; reviewing academic audits for accuracy on a regular basis, and alerting the Institute Administrator to serious problems with these audits, taking appropriate action to correct minor errors; and maintaining statistics on undergraduate students as required. These tasks constitute the majority of the Undergraduate Administrator’s duties.

Furthermore, the incumbent is responsible for answering the main telephone and provides general office reception; providing information and answers to a wide variety of questions regarding the Institute’s undergraduate program, course offerings and activities. In addition, there are routine inquiries that require a response from inside the University, other universities and the general public.

The position also entails the provision of administrative support for the Field Placement Coordinator as well as the Institute Management Committee and Institute Board. The incumbent is called upon to compose a variety of correspondence and is expected to be familiar with and operate various types of office equipment (computer systems, photocopier, facsimile machine, computer software, etc.), including accessing Banner, FAST and OIRP Data Cube systems in order to obtain student data. The incumbent is also responsible for sorting and distributing incoming mail; assisting with student recruitment activities, facilitating communication with student organizations (e.g., the Criminology Society), and performing other duties as assigned.

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

- Requires initiative, good judgement and the ability to work independently.
- The ability to organize work, set priorities, handle multiple tasks and work quickly and accurately under pressure to meet deadlines.
- Proficient communication skills, both oral and written, as well as the ability to organize and provide first-level analysis of data.
- Highly developed interpersonal skills and the ability to be patient and to use tact and discretion are paramount when dealing with faculty, students, potential students, and the general public, using confidence and initiative to handle difficult situations.

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

- Completion of an undergraduate University degree.
- Minimum of 4 years of experience in a University office environment. Equivalencies will be considered.

**HR Note**:
Carleton University and CUPE 2424 are currently completing a joint job evaluation and pay equity project. The University and the Union are working together to describe the skills, effort, responsibilities and working conditions associated with every CUPE 2424 job, including this one. As a result, the job description that is currently associated with this posting (for recruitment purposes) may be revised to reflect the actual duties captured in the new job descriptions.

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.