M.P.P.A. and Ph.D. Administrator and Recruitment Coordinator

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Job Number: 
J0324-0152

Job Title: 
M.P.P.A. and Ph.D. Administrator and Recruitment Coordinator

Job Type: 
Continuing Full Time

Department: 
Sch of Public Policy & Administration

Job Category: 
Administrative

Number of Positions: 
1

Date Posted (dd/mm/yyyy): 
15/03/2024

Closing Date (dd/mm/yyyy): 
25/03/2024

Salary (with Salary Rate): 
57,652.00 – 62,961.00/Year

Employee Group: 
CUPE 2424

Salary Level: 
8PE

Hours Per Week: 
35

Date Position Available: 
15/04/2024

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:

Reporting to the Director of the School of Public Policy and Administration, with minimum supervision from the School Administrator, the M.P.P.A. and Ph.D. Administrator and Recruitment Coordinator works in concert with the M.P.P.A. and Ph.D. Graduate Supervisors. The incumbent is responsible for carrying out substantially all administrative matters pertaining to the programs and delivery of student services in a professional and timely manner for both the Masters and PhD programs. One of the main responsibilities in providing academic advice to students on varied and complex programs and options.

This position is responsible for the development, planning and organizing of multiple recruitment initiatives for both the M.P.P.A and Ph.D. programs. The M.P.P.A. and Ph.D. Administrator and Recruitment Coordinator is responsible for compiling data on recruitment, applications, admissions, confirmations, graduates, funding, etc. and assist with the analysis to support the Director and Graduate Supervisors in developing and updating strategies to improve recruitment, retention and processes.

This incumbent is a first point of contact for prospective and existing students in the program, acting as a resource person for university regulations and procedures, and provides information on financial assistance. Academic administration and student advising involves the recruitment of prospective students, and the oversight of application, admission, award, and registration processes. It involves maintaining student files, reviewing academic audits, and making graduation recommendations to the Graduate Supervisors.

Qualifications:

The incumbent must possess the following qualifications:
• Experience working in an educational environment, with the demonstrated ability to review, interrupt and stay current with academic policies, procedures and processes,
• Excellent ability to advise students on program mapping, with experience supporting students during program and life changes to ensure academic success and degree completion,
• Demonstrated ability to successfully develop and plan events and special programs with the ability to work collaboratively with internal and external stakeholders to ensure all logistics are planned and coordinated without issue,
• Ability to collect and analyze data in order to provide recommendations to assist supervisors and the director to make updates and changes in regards to student recruitment, retention and process improvements,
• Superior time management, with excellent organizational and planning skills, with the ability to prioritize in a fast-paced environment, while successfully paying attention to detail,
• Strong professionalism, tact, and diplomacy with the demonstrated ability to remain calm and work a professional demeanor while working under pressure,
• Demonstrated ability to work successfully with limited supervision, with excellent initiative, strong problem-solving and creative thinking skills,
• Excellent computer skills including expertise in the use of MS Excel, MS Word, WordPress, and MS PowerPoint; software database systems and custom software such as Banner (others).
• Excellent verbal and written communication skills,
• Ability to establish priorities and develop workplans, taking into consideration the changing priorities in the School.

Education and Experience:

The above is normally acquired through the completion of:
• Completion of a university degree.
• A minimum of five years of related experience in an administrative position including at least 2 years of student advising, recruitment and event planning experience.

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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