Graduate Programs Administrator

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Job Number: J0726-0181 Job Title: Graduate Programs Administrator Job Type: Continuing Full Time Department: College of Global Studies Job Category: Administrative Number of Positions: 1 Date Posted (dd/mm/yyyy): 05/08/2026 Closing Date (dd/mm/yyyy): 12/08/2026 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: 17/08/2026 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 and under the supervision of the College Administrator, the Graduate Programs Administrator is responsible for: The effective and efficient administration and coordination of graduate academic programs supporting both students and faculty throughout the academic lifecycle – from recruitment to graduation. Delivering high-quality administrative and advisory support across recruitment, admissions, student advising, in program administration, funding and awards, events, and graduation processes while ensuring compliance with University, Faculty, and program regulations. Serving as a primary point of contact for prospective and current students, faculty, staff, and both internal offices and external partners. Providing 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 and wellness support and contributing to a positive public profile of the graduate programs. Assisting and supporting recruitment and outreach for the programs. This includes student, faculty, internal and external partner outreach by organizing events, providing proactive and timely information and updates through the appropriate digital communication channels, such as e-mail, newsletters, website updates and social media posts. Supporting the smooth operations of the College, by assisting with 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. In-depth knowledge of the graduate recruitment and admissions processes, with the ability to calculate GPAs, review and interpret both domestic and international transcripts and documents to accurately changing Canadian and international university grading processes and English language requirements. Knowledge of scholarships, funding and award opportunities to effectively assemble the admissions offer packages and support the current graduate student awards. Excellent ability to advise students on program-mapping, with experience supporting students during program and life changes to ensure academic success and degree completion. Current knowledge of the central student academic and wellness supports for effective triage of student issues, especially when escalation is required. Sound knowledge of the Graduate. Strong administrative skills to successfully and efficiently support the College Director and Administrator, Program Director(s) and related committees on graduate programs. The ability to interpret and work with collective agreements to support TA hiring and assignments. Excellent verbal and written communication skills, with strong presentation and outreach skills to effectively participate in recruitment activities, promotion of the College programs and to interact and engage with the College faculty, staff, students and community partners. The 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. Strong interpersonal skills, tact, and diplomacy with the demonstrated ability to remain calm and work with a professional demeanor while working under pressure. Demonstrated ability to work independently, with strong initiative, research and problem-solving skills. Excellent computer skills including expertise in the use of the MS Suite, including knowledge of Wordpress; software database systems and custom software such as Banner. Education And Experience The above is normally acquired through the completion of: A three-year university degree. A minimum of 3 years of related academic administrative and student support 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.

The Graduate Programs Administrator manages the academic lifecycle of graduate students from recruitment to graduation. This includes providing administrative support for admissions, funding, and advising while serving as a primary contact for students and faculty.

Requires a three-year university degree and at least 3 years of academic administrative experience, including 1 year specifically in graduate administration. Candidates must be proficient in academic policy interpretation, student support systems, and software like Banner and Wordpress.

• Time managementPreferred

Identified from the job description. Confirm important requirements above.

• Academic Administration
• Student Advising
• Graduate Recruitment
• Admissions Processing
• GPA Calculation
• Transcript Interpretation
• Funding and Awards Management
• Program Mapping
• Collective Agreement Interpretation
• Verbal and Written Communication
• Time Management
• Organizational Planning
• Interpersonal Skills
• MS Office Suite
• Wordpress

• Education
• Administrative
• Government & Public Sector

Minimum education

Bachelor’s degree

Minimum experience

2+ years

Apply by

Sep 4, 2026

Posting language

English

Working hours

35 hours per week

Seniority

Mid-Senior level