College Departmental Administrator

Career Development Assignment (CDA):

The successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.

If you are an internal applicant, please make sure to update your current union status in your candidate profile each time you apply for a vacancy. Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.

Job Number: 
J0324-0249

Job Title: 
College Departmental Administrator

Job Type: 
Career Development Assignment (CDA)

Department: 
College of the Humanities

Job Category: 
Administrative

Number of Positions: 
1

Date Posted (dd/mm/yyyy): 
20/03/2024

Closing Date (dd/mm/yyyy): 
27/03/2024

Salary (with Salary Rate): 
71,085.00 – 77,752.00/Year

Assignment Duration From: 
01/05/2024

Assignment Duration To: 
31/10/2024

Employee Group: 
CUPE 2424

Salary Level: 
9PE

Hours Per Week: 
35

Date Position Available: 
01/05/2024

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.

As one of the 2023 Top 100 Employers in Canada and one of the National Capital Region’s Top Employers for nine 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:

The Departmental Administrator reports, and provides support, to the Director in coordinating academic, personnel, and budgetary matters of the College on a day-to-day basis, according to the operational needs and goals of the department as communicated by the Director. The Administrator directly supervises support staff on all administrative issues, and ensures compliance with administrative policies, procedures and regulations in the Department.

The Administrator is responsible for the smooth and efficient operation of all administrative and budgetary processes in the College, as well as the maintenance of personnel files.

The Departmental Administrator acts in an advisory capacity to the Director in all aspects of University regulations and procedures, including both graduate and undergraduate academic program regulations and procedures and departmental administrative matters; ensures the sound financial administration of the Department’s operating budgets, donation accounts, research accounts and fiscal monies; represents the Department at administrative meetings with the Faculty and the University; provides advice, guidance and administrative support to faculty and contract instructors relating to their teaching and research activities.

Qualifications:

The incumbent must possess the following qualifications:

• The incumbent must be capable of relating to others working or studying in a post-secondary educational and research institution with strong organizational skills, a clear understanding of administrative and office procedures, financial procedures, personnel supervision, academic administration, and computer programs such as Banner, and relevant Office Suite software (Word, Excel and Access), FAST, CourseLeaf, DCU and E-Shop that may be in use at the University. As well as remaining current with the Income Tax Act of Canada and Regulations established by the Canadian Revenue Agency, and as they may be amended from time to time. Strong administrative, problem-solving, interpersonal and supervisory skills are essential. Good judgment, initiative, resourcefulness, tact and discretion are necessary.

• The incumbent must have a good understanding of the College and University’s general rules and regulations, as outlined in both the annually-revised Undergraduate and Graduate Calendars. The incumbent must have the ability to work under pressure, to communicate effectively (verbal and written); to establish priorities; to recognize the need for change, to develop plans for change where necessary. The position involves dealing with a large number of faculty, contract instructors and students from varying cultural and academic backgrounds. Situations at times occur which require conflict resolution skills, tact and diplomacy; the incumbent must be mature, possess integrity and be able to act with discretion in matters of confidentiality. In dealing with students, particularly with respect to student problems, the individual must use diplomacy, good judgment, sensitivity and discretion.

Education and Experience:

The above is normally acquired through the completion of:
• Three year University degree, preferably in a related field, or equivalent experience.
• Seven years of relevant experience, in a university setting, including experience on both operation and academic sides of the university, in roles with increasing knowledge and responsibility. Supervisory experience is a requirement.

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.

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