Administrative and Digital Content Assistant

at  Carleton University

QUALIFICATIONS:

The incumbent must possess the following qualifications:

• 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
• Ability to communicate effectively using social media

EDUCATION AND EXPERIENCE:

The above is normally acquired through the completion of:

• Three-year diploma or university degree
• Minimum of three years of progressive administrative experience, including a minimum of one year in a post-secondary setting

Under the supervision of the Departmental Administrator and under the general direction of the Chair, the incumbent performs a variety of administrative duties that require initiative, tact, judgment and confidentiality.
The incumbent provides 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; and assists with administrative duties.
The incumbent 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 reception, academic orientation, and in-person and online student-related events. The incumbent also maintains and updates all aspects of the Departments website and social media accounts.
The incumbent; 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 faculty members with purchasing, reconciling university-issued credit cards, and travel and expense submissions; and maintains and budgets departmental supplies.
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, as well as performs other related duties as required