Administrative Assistant

Carleton University - Ottawa, ON (30+ days ago)

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Duties and Responsibilities:
Under the supervision of the Departmental Administrator and under the general direction of the Chair, the incumbent performs a variety of administrative and clerical duties that require initiative, tact, judgment and confidentiality.

The incumbent maintains and updates all aspects of the Departments website; provides the administrative support for the management of teaching and research assistants; coordinates office assignments of graduate students, research assistants, post-doctoral fellows, and visiting researchers; compiles student applications for external awards such as OGS and NSERC awards, endowment awards, travel research bursary; assists with administrative duties; and performs other related duties as required.

The incumbent assists faculty members with purchasing, reconciling university-issued credit cards, and travel and expense submissions; assists with departmental promotions and publicity activities, including events, guest speakers and social media; coordinates special events such as John Adjeleian lecture, Deans honor list, academic orientation; maintains and budgets departmental supplies; responds to all front counter inquiries and directs individuals to the appropriate staff or faculty member; answers and directs telephone inquiries; distributes mail and deliveries received in the Department’s Main Office.

The incumbent assists the Chair/Administrator with special projects and/or assignments related to the department as required; monitors the Departmental email addresses including Chair, Hiring, and Admin; assists when required with the operational needs of the department and performs other administrative duties in peak periods and/or in the absence of administrative staff.

Qualifications:The incumbent must possess the following qualifications:
  • Thorough knowledge of secretarial/clerical and office procedures
  • Familiarity with teaching assignments and course work
  • Excellent typing, organizational and interpersonal skills
  • Ability to deal effectively and tactfully with faculty, students, staff and the public is a necessary requirement
  • Required to partake in appropriate workshops hosted by the university to update skills
  • Excellent organization 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
  • Ability to handle multiple tasks simultaneously while providing mutual support to department, staff, faculty and students
  • Excellent attention to detail and precision is essential
  • Experience in website maintenance
  • High level of proficiency with Word, Excel, PowerPoint and Outlook
  • Knowledge and experience with paper and electronic filing and record-keeping
  • Thorough knowledge of policies and procedures related to graduate studies
  • Excellent organizational skills; ability to set priorities, work under pressure, and deal effectively with people while maintaining confidentiality of student, faculty, and staff records
  • Thorough knowledge of the student functionality in BANNER and other University applications such as EShop, Travel & Expense system
  • Some event experience is preferred
  • Ability and willingness to solve problems as they arise, and the capacity to work under strict deadlines
  • Ability to work as an effective team member
  • Ability to communicate coherently and promptly with others, and respond well to requests and inquiries from other staff
Education and Experience:The above is normally acquired through the completion of:
  • The completion of two years of post-secondary education
  • Minimum of three to four years of progressive secretarial/clerical/administrative experience, including a minimum of one year in a post-secondary setting (or an equivalent combination of education and experience)
HR Note:
Carleton University and CUPE 2424 re currently completing a joint job evaluation and pay equity project. The University and the Union are working together to describe the skills, effort, responsibilities and working conditions associated with every CUPE 2424 job, including this one. As a result, the job description that is currently associated with this posting (for recruitment purposes) may be revised to reflect the actual duties captured in the new job descriptions.

By applying for this job you are acknowledging that the actual duties associated with this job may differ somewhat from those identified in the job posting and that you will agree to perform the duties of this job as determined through the joint job evaluation process.

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.