Graduate Advisor, Web Content, and Event Coordinator

TERM Assignment:

Carleton University also welcomes applications from continuing employees. If a Continuing employee is the successful candidate, this assignment will be considered a Term Assignment, and 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: 
J0224-0346

Job Title: 
Graduate Advisor, Web Content, and Event Coordinator

Job Type: 
Term Full Time

Department: 
Computer Science

Job Category: 
Administrative

Number of Positions: 
1

Date Posted (dd/mm/yyyy): 
08/03/2024

Closing Date (dd/mm/yyyy): 
15/03/2024

Salary (with Salary Rate): 
64,074.00 – 70,040.00/Year

Assignment Duration From: 
01/04/2024

Assignment Duration To: 
30/09/2024

Employee Group: 
CUPE 2424

Salary Level: 
8PE

Hours Per Week: 
35

Date Position Available: 
04/03/2024

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 Graduate Advisor, Web Content, and Event Coordinator is responsible for administering all Master’s and PhD programs housed in the School of Computer Science (SCS) and its interdisciplinary programs. This includes being responsible for coordinating the operations, admission, and promotion of SCS’s many graduate programs. The incumbent is also the School’s Web Content & Communications Coordinator and creates and posts content for the School’s numerous websites, social media platforms, and events.

Working under the supervision of the School Administrator, the incumbent provides advice and feedback to the five Graduate Program Directors (Computer Science (CS), Human-Computer Interaction (HCI), Data Science (DS), and Data Science and Analytics (DSA)) and the School’s Director on matters related to graduate students and the various graduate programs in the SCS. The incumbent is responsible for the smooth operation of student services, administrative duties, and fulfilling the goals outlined by the Directors on all matters associated with the coordination, promotion, and recruitment of the collaborative Data Science specialization program and the nine graduate programs (Computer Science: MCS and PhD, Human-Computer Interaction: MHCI, and Data Science and Analytics: MASc, MEng, MCS, MIT, MSc and PhD).

The incumbent supports five Graduate Program Directors, the School’s Director, participating academic units in the Data Science specialization, participating units in the Data Science and Analytics program, faculty, and students by providing advice on all aspects of graduate regulations, procedures, and administrative matters associated with the programs. The incumbent is responsible for the admissions review process of Computer Science, HCI, the collaborative Data Science specialization and Data Science and Analytics applications.

The incumbent will analyze applicant files, interpret domestic and international transcripts, and calculate grade point averages to determine admissibility. The Graduate Advisor, Web Content, and Event Coordinator will provide advice to graduate students on all aspects of graduate regulations, from the beginning to completion of the student’s degree, analyze academic audits, and coordinate TA and RA funding and scholarships/awards.

The Graduate Advisor, Web Content, and Event Coordinator provides advice and support to faculty and students during the examination process, ensuring students’ eligibility to graduate and is also responsible for preparing graduation lists. The incumbent will liaise with and provide advice to other Graduate Administrators on campus and at the University of Ottawa on all of the SCS’s collaborative programs and the joint institute programs.

This position also has a prominent public relations, events and communications aspect to it. The Graduate Advisor, Web Content, and Event Coordinator is responsible for organizing promotional and academic events that will require video posts and live-streaming. The individual is also one of the designated webmasters for maintaining and creating content for the program websites housed in the SCS and related social media pages/accounts. The incumbent may be required to attend networking events with related industries and external partners to promote and enhance collaboration.

Qualifications:

The incumbent must possess the following qualifications:
• Thorough knowledge of University structure, regulations, procedures, and precedents.
• Ability to work self-sufficiently under pressure and resolve complex problems.
• Enforce and stay abreast of program requirements, policies, and procedures.
• Initiative to work independently, initiate new project proposals, and make decisions.
• Excellent knowledge of university regulations and procedures, particularly regarding student records.
• Reliability, accuracy, and attention to detail.
• Strong written and verbal communication skills, including interpersonal skills.
• Strong organizational skills and ability to set priorities in a deadline-driven environment.
• Ability to maintain confidentiality, empathy, and professionalism.
• Superior people skills and cultural awareness.
• Interpretation of information and informed decision-making.
• Excellent administrative and record-keeping skills, including document management.
• Project management skills and public event planning experience.
• Understanding of web design and web writing, including HTML familiarity.

Education and Experience:

The above is normally acquired through the completion of:
• Completion of a university degree.
• A minimum of 5 years of experience in a university setting in progressively more responsible positions, including experience at the Graduate level, is required, as well as experience in communications, journalism, or marketing, preferably in a university environment. Knowledge and experience in web content design, social media and creative writing are required. Event planning would be an asset.

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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