Duties and Responsibilities:

Reporting to the Departmental Administrator, the incumbent is responsible for the provision of undergraduate administration for the Chemistry, Food Science, and Nanoscience programs. The Undergraduate Programs Administrator provides support for the Chair, the Departmental Administrator and the Undergraduate Advisors, as well as being a resource and providing support for faculty in the Chemistry programs. The incumbent coordinates the timetable submission, coordinates and edits the department undergraduate calendar entries, is responsible for both the Chemistry and Food Science websites and reconciliation of the procurement card. The incumbent administers all undergraduate student processes through to graduation: assists students on required courses in their program, assists with registration, reviews audits and assists the undergraduate advisor to potential problems; prepares graduation summaries. Responsible for administering departmental exam processes. Responsible for adhering to deadlines and regulations for coordinating teaching evaluations each term. Liaises with various offices and departments on campus, such as Scheduling and Examination Services, the Registrar’s office, FMP, The Printshop, Admissions, Awards Office, Science Student Success Centre and the Student Academic Success Centre. The Undergraduate Programs Administrator is the first point of contact for all Departmental inquiries, answers in-person, phone and email inquiries, and orders office supplies. Provides support for high school visits, chemistry events and outreach.

Qualifications:

The incumbent must possess the following qualifications:

• Mature and sound judgment required to effectively communicate with all levels of internal and external contacts.
• Extensive knowledge of both University and general administrative procedures in order to act as an important source of information to students and faculty members.
• Strong understanding of the programs and requirements in Chemistry, Food Science and Nanoscience.
• Mature when working under pressure, flexibility and resourcefulness when dealing with competing work priorities.
• Sensitive to, and understanding of, various cultural, ethnic and linguistic profiles.
• Excellent interpersonal skills the incumbent must also be capable of relating successfully to all members of the University community (staff, faculty, and students) and responding to queries in a professional manner
• Ability to work successfully both without direct supervision and within a team.
• Personal initiative is essential.
• Tact, reliability and the ability to maintain confidentiality are essential.
• Technical knowledge, knowledge of current office programs, LYRIS, Banner and current web development software are also required.

Education and Experience:

The above is normally acquired through the completion of:

• Undergraduate degree.
• Minimum of 5 years University administrative experience, 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.