Graduate Administrator and Outreach Coordinator

Job summary

Administer and coordinate graduate academic programs from recruitment through graduation, advising students and supporting faculty while ensuring compliance with university, faculty, and program requirements. Coordinate recruitment and outreach activities, events, communications, and professional program administration, while contributing to the College’s daily operations and special projects.

Job details

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Job Number: J0926-0232 Job Title: Graduate Administrator and Outreach Coordinator Job Type: Continuing Full Time Department: Kroeger College of Public Affairs Job Category: Administrative Number of Positions: 1 Date Posted (dd/mm/yyyy): 25/09/2026 Closing Date (dd/mm/yyyy): 05/10/2026 Salary (with Salary Rate): 66,488.00 - 72,613.00/Year Employee Group: CUPE 2424 Salary Level: 7PE Hours Per Week: 35 Date Position Available: 01/11/2026 About Carleton University Carleton 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 Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values. Duties And Responsibilities Reporting to the Director, under the supervision of the College Administrator and in support of the Program Director(s) and faculty, the Graduate Administrator and Outreach Coordinator is responsible for the effective and efficient administration and coordination of graduate academic program(s) supporting both students and faculty throughout the academic lifecycle – from recruitment to graduation. The incumbent delivers administrative and advisory support across admissions, awards, student advising, in-program administration, experiential learning requirements, and graduation processes while ensuring compliance with University, Faculty, and program regulations. The position serves as a primary point of contact for prospective and current students, faculty, staff, and both internal offices and external partners, and contributes to the smooth operation of the College and Faculty. The incumbent provides academic administrative expertise to effectively support faculty and instructors by providing timely advice and updates on any new policies, processes and timelines, assisting in both student academic success, wellness support and contributing to a positive public profile of the graduate program(s). The Graduate Administrator and Outreach Coordinator assists and supports recruitment and outreach for all programs in the Arthur Kroeger College of Public Affairs. This includes student, faculty, internal and external partner outreach by organizing events, providing proactive and timely information and updates through the appropriate digital channels, such as e-mail, newsletters, website updates and social media posts. In addition, the incumbent supports the administration and coordination required for professional programs for the College. Working in a collaborative environment, the incumbent supports the smooth operations of the College, by assisting with office administration, special projects and providing support to other programs and positions during high-peak periods and absences. Qualifications The incumbent must possess the following qualifications: Demonstrated ability to review, interpret and stay current with academic policies, procedures and processes. Strong knowledge of the graduate recruitment and admissions processes working with domestic and international applications with the ability to calculate GPAs, review and interpret transcripts to accurately assess international documentation and transcripts, changing Canadian and international university grading processes and English language requirements. Excellent ability to advise students on program mapping, with experience supporting students during program and life changes to ensure academic success and degree completion. Sound knowledge of the Graduate Calendar and making recommendations for curriculum changes. In-depth knowledge about event planning and coordination practices, with the ability to work creatively with limited resources and budgets. In-depth administrative experience and skills to successfully and efficiently support the College Administrator, Program Director(s) and related committees. Experience with communication and outreach coordination, including proactive email campaigns, updating webpages and posting on appropriate social media platforms. Excellent verbal and written communication skills, including editing and proofreading skills, along with presentation skills. Ability to work in a diverse unit with knowledge of cultural competencies. Effective time management, with excellent organizational and planning skills, with the ability to prioritize in a fast-paced environment, while successfully paying attention to detail. Excellent interpersonal skills, tact, and diplomacy with the demonstrated ability to remain calm and work with a professional demeanor. Demonstrated ability to work successfully with limited supervision, with strong initiative, research and problem-solving skills to help find solutions to student issues and support faculty members. Expertise in the use of the MS Suite; software database systems and custom software such as Banner and website maintenance software (i.e. Wordpress). Education And Experience The above is normally acquired through the completion of: Completion of a three-year university degree. A minimum of 3 years of related academic administrative, student support, event planning and outreach experience, including 1 year of graduate administration and advising experience. 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 Requirements This 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. View complete position description View Disclaimer You must login first 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.

What you’ll do

Administer and coordinate graduate academic programs from recruitment through graduation, advising students and supporting faculty while ensuring compliance with university, faculty, and program requirements. Coordinate recruitment and outreach activities, events, communications, and professional program administration, while contributing to the College’s daily operations and special projects.

Requirements

Requires a three-year university degree or equivalent, at least three years of related academic administration, student support, event planning, and outreach experience, including one year in graduate administration and advising. Candidates should have strong knowledge of graduate admissions and academic policies, student advising, event coordination, communications, and relevant software such as Banner and WordPress.

Listed skills

• Time management · Preferred
• Problem solving · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Graduate Admissions Administration
• Student Advising
• Academic Policy Interpretation
• Transcript and GPA Assessment
• Program Mapping
• Curriculum Recommendations
• Event Planning
• Outreach Coordination
• Email Campaigns
• Website Maintenance
• Social Media Communications
• Written and Verbal Communication
• Editing and Proofreading
• Time Management
• Problem-Solving
• Microsoft Office Suite

Job areas

• Administrative
• Education
• Marketing