Departmental Administrator

Duties and Responsibilities:

The Departmental Administrator reports to and supports the Department Chair and is responsible for ensuring the smooth day-to-day operation of the Department, ensuring the efficient operation of its academic programs, personnel, and budgetary matters. In addition, they attend Faculty of Public and Global Affairs Administrators' meetings.

The incumbent acts in an advisory capacity to the Chair with respect to all aspects of University regulations and procedures that relate to departmental administrative matters and is responsible for the smooth and efficient operation of all administrative and operating and general research budgetary processes in the Department as well as the maintenance of personnel files. They also provide financial, accounting, logistical, and editorial support for the development and delivery of Department-sponsored conferences, workshops, other events, and major initiatives.

Qualifications:

The incumbent must possess the following qualifications:

• Must be capable of relating to others working or studying in a post-secondary educational and research institution.
• Excellent understanding of administrative and academic administrative policies and procedures, including in-depth knowledge of academic timetabling, hiring contract instructors and teaching assistants and student advising;
• In-depth understanding of the curriculum and academic calendar in relation to program pathways and degree completion;
• Strong budgeting and financial skills with experience using the financial management systems such as FAST, eShop, SAP Concur and Excel to track and plan expenses;
• Excellent understanding of the department's and University's general rules and regulations;
• Strong experience and leadership skills to successfully supervise and motivate a team in a unionized environment;
• Office and space administration experience, along with knowledge of environmental health and safety legislation and emergency management procedures to help ensure a safe workplace;
• Excellent ability to work well under pressure, while paying attention to detail, with exceptional organizational and time management skills in order to effectively prioritize work and to support the Chair and departmental team;
• Strong computer and software skills and expertise in the MS Office Suite, including Word, Excel, Wordpress and PowerPoint. Knowledge of the Adobe Acrobat Suite is also required.
• Excellent interpersonal, communication and conflict resolution skills;
• Strong judgment, initiative, resourcefulness, creativity and problem-solving skills;
• Demonstrated ability to initiate change and develop new methods and procedures.

Education and Experience:

The above is normally acquired through the completion of:

• Undergraduate degree
• Minimum of 5 years of directly related academic administrative experience is required
• Supervisory experience would be considered an asset

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.