Undergraduate and Administrative Assistant

Carleton University

  • Ottawa, ON
  • Permanent
  • Temps-plein
  • Il y a 9 jours
About Carleton UniversityCarleton University is situated on unceded Algonquin territory and bordered by the Rideau River and the Rideau Canal, a UNESCO World Heritage site, in Ottawa, Ontario. The university is just minutes from the heart of our nation's government and G-7 organizations and this capital advantage provides opportunities for staff and faculty and students to make a positive impact in our community and around the world.Named a Top 100 Employer in 2023, 2024 and 2025, and a National Capital Region Top Employer for 10 consecutive years, Carleton University is one of Canada's most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university's smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. At Carleton, we are committed to fostering an innovative, equitable and welcoming work environment. Carleton is also a nationally certified Healthy Workplace and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence and Platinum Level Certification for Mental Health at Work.The university's is an ambitious vision for the future, anchored in Carleton's strengths and student-centric, community-engaged values.Duties and Responsibilities:Managed by the Chair of Psychology, and supervised by the Undergraduate Administrator and Departmental Administrator, the incumbent updates the departmental website; assists with reviewing files, ensures that all final and deferred examinations are submitted to Scheduling and Examinations; assists in ensuring that undergraduate course outlines include required information; maintains excel databases for thesis, and seminar students; responds to student inquiries by phone, email and in person; assists with maintaining the departmental website and social media platforms; helps maintain the undergraduate Thesis Library; assists with organizes events; orders office supplies; assists with reception duties and distributing departmental mail; operates photocopiers and fax machines, and performs other duties as required.Qualifications:The incumbent must possess the following qualifications:
  • A thorough knowledge of program requirements and departmental and University regulations regarding undergraduate students.
  • Experience with student advising, including familiarity with student audits and record keeping.
  • Thorough knowledge of computer use and student data base systems.
  • The ability and knowledge required to keep the departmental website current and to monitor and update social media platforms.
  • The ability to interact effectively and tactfully with faculty, students, staff and the public is a necessary requirement.
  • Good knowledge of office practices and administrative skills.
  • Excellent interpersonal and communication skills.
  • Strong organization and time management skills.
  • Sound judgment in the resolution of day-to-day problems, with the ability to alert to potential problems and escalate them to the appropriate person.
  • Demonstrated ability to adapt to changing environments.
  • Accuracy and attention to detail is critical.
Education and Experience:The above is normally acquired through the completion of:
  • University degree
  • Two years of related experience, including one year of experience in a post-secondary academic department, advising students, using student data base systems and web page maintenance programs
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.Health and Safety RequirementsThis position is regularly required to work on campus in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements. You are required to follow all University policies and directives, including to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.You must before attempting to apply for any postion.Please confirm that you have updated your candidate profile, if you are a returning applicant. Please note your profile includes important screening information.

Carleton University