Graduate Administrator

**Duties and Responsibilities**:
Under the supervision of the Departmental Administrator, the Graduate Administrator acts as Assistant to the Associate Chair (Graduate Studies). In this capacity, the Graduate Administrator is responsible for the day-to-day administration of the graduate program. S/he provides direction to students and faculty with regard to graduate issues such as program requirements, registration, scholarships and awards, and graduation. S/he, under the direction of the Associate Chair, generates the required documentation for admissions, student funding, student audits, comprehensive examinations, thesis defences, graduation lists, graduate calendar submissions, etc. S/he is also responsible for maintaining accurate records, and the department’s graduate student database. S/he should be familiar with the operations of the departmental office and direct all enquiries to the appropriate person as required.

The Graduate Administrator replaces the Departmental Administrator in his/her absence, supervises and trains occasional part-time help, and has signing authority on departmental operating accounts. The incumbent performs or assists in a variety of graduate program related administrative tasks for the Associate Chair and for the Departmental Administrator, as required, including the coordination of major projects and the provision of administrative support for the departmental faculty.

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

- Initiative, good judgment, and the ability to work independently due to the diverse and complex nature of the work.
- Essential skills in organizing work, setting priorities, working under pressure, and meeting deadlines.
- Highly developed interpersonal skills for effective communication with students, faculty members, administrators, and the general public.
- Ability to function effectively in a high volume, high pressure, deadline-driven environment.
- Proficiency in interpreting departmental and university policies and procedures for integration into operational tasks.
- Excellent knowledge of office procedures, administrative skills, and attention to detail.
- Strong communication skills, both verbal and written.
- Intimate knowledge of all aspects of the graduate program and broad knowledge of general university regulations and procedures.
- Advanced proficiency in MS Office suite, including Access, and working knowledge of website maintenance software.
- Experience with Banner, including Teaching Assistant management system, graduate admissions, e-thesis system, and e-grade systems would be advantageous.
- Ability to interpret information, troubleshoot, and make informed decisions is critical for the role.

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

- The completion of two years of post-secondary education.
- Five years of related experience in a university environment, in a student support role.

**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.