Duties and Responsibilities:

Reporting to the Chair, and supervised by the Department/Institute Administrator, the Administrative Assistant is responsible for general office duties such as reception; incoming and outgoing correspondence and deliveries; assisting faculty and staff with their administrative needs; ordering general office supplies; maintaining the filing system (electronic and hard copies) according to records management policies; coordinating the booking of shared department equipment and space; facilitating the purchase and secure storage of exam materials, and under the supervision of the Department/Institute Administrator, distributes and tracks building keys.

The incumbent is the main representative and first point of contact for the department/institute. In person, by email, and by telephone the incumbent answers all general questions received from faculty, staff, visitors, and the public, as well as queries relating to undergraduate students, graduate students, and prospective students. The incumbent stays up to date on registration schedules, exam schedules, and other important university news, dates and deadlines. In addition, the incumbent is responsible for the coordination and day-to-day administration of the Master of Biotechnology Program and supports the undergraduate program administration.

The incumbent also takes responsibility for specific Department/Institute duties, such as organization and promotion of department/institute events; maintaining websites, social media presence and departmental communication; coordinating the shared department/institute in-boxes; course outlines and teaching evaluations; administrative coordination for academic hiring; department/institute alumni outreach; provides confidential support to the Department Chair and Director of the Institute, as required.

Qualifications:

The incumbent must possess the following qualifications:

• Strong multi-tasking, organizational skills, and the ability to set priorities and adapt to change is essential within a large academic Department/Institute with a deadline-driven environment and many distractions.
• Good judgment, diplomacy, strong interpersonal skills, and tact are extremely important since the incumbent must interact effectively with a large spectrum of people, both inside and outside of the Carleton University community. The ability to maintain confidentiality and keep confidential records secure in a main office environment is imperative.
• The ability to interpret information, make informed decisions and put into practice Department/Institute and university policies and procedures is a skill critical for the efficient and effective management of this position’s responsibilities.
• Excellent administrative and record-keeping skills as well as strong communication skills, both oral and written are required.
• The incumbent must take a friendly, open, and helpful approach to student and Department support.
• The incumbent must keep pace with emerging technologies, social media platforms, and a variety of software applications. Attention to detail is required.
• The incumbent must have flexibility in working evenings for special events.
• The incumbent is the first point of contact in the department/institute and therefore will be required to work in-person within the office hours of the department/institute.

Education and Experience:

The above is normally acquired through:

• Completion of three year degree or equivalent combination of education and experience.
• A minimum of four years’ experience, preferably in a post-secondary setting in progressively more responsible positions.

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.