Duties and Responsibilities:

Under the supervision of the Departmental Administrator and general direction of the Associate Chair(s) (Undergraduate Studies) and Department Chair, the Undergraduate Administrator performs a variety of administrative duties for all students in the department that require initiative, tact, judgement and confidentiality, and being a resource and providing support for faculty in all undergraduate programs in the department.

The undergraduate administrator assists the undergraduate Associate Chair(s) and program advisors, responds to student inquiries, coordinates the 1st year internship program, compiles the course materials required for external program evaluation/accreditation submissions; coordinates undergraduate/graduate course examinations; books rooms and assists with catering for the department; maintains course files and manuals; maintains a portion of the departmental website; coordinates events organized within the department; and performs other duties as required. The Undergraduate Administrator also coordinates examination processes and student accommodation arrangements when required; and monitors content, receipt and storage of course outlines. The Undergraduate Administrator is the first point of contact for all undergraduate inquiries; answers in-person, phone, and email inquiries, orders supplies; and provides support for coordinating all department events. The Undergraduate Administrator should be familiar with the operations of the departmental office and direct all enquiries to the appropriate person as required.

These duties include, but are not limited to, receiving and responding to a high volume of student registration and general inquiries to the Office, upholding academic rules and regulation through request processes, maintenance of the course materials to the level required by the Canadian Engineering Accreditation Board (CEAB), cyclical program reviews (CPR), and other program assessment procedures while providing administrative support for faculty and staff, assisting with scheduling tasks, as well as performing other related duties as required.

Qualifications:

The incumbent must possess the following qualifications:

• The incumbent will be required to use and be adept at current technology including Outlook, Word, Mail Merge, WordPerfect, Excel, Adobe Professional and WordPress, and the university’s current systems.
• The incumbent is required to partake in appropriate workshops hosted by the university to update skills. Using technical manuals provided, personal initiative is essential in learning new trends and developments that the university adopts.
• This position requires excellent organizational skills with the ability to effectively prioritize tasks and achieve given deadlines.
• Strong interpersonal and communication skills are required to effectively communicate with faculty members, students, administrative staff and the general public.
• The incumbent must have strong interpersonal skills and have the ability to handle multiple tasks simultaneously while providing mutual support to department, staff, faculty and students.
• Attention to detail and precision is essential.

Education and Experience:

The above is normally acquired through the completion of:

• The completion of a three-year diploma or university degree.
• A minimum of four years university administrative experience (or equivalent), which should include progressive knowledge in an academic student environment.

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.