Departmental Administrator

at  Carleton University

QUALIFICATIONS:

The incumbent must possess the following qualifications:

• Competence in university administrative systems, including BANNER, scheduling, Carleton Central, FAST, and NJOYN.
• Proficiency in staying current with computing hardware and software technologies.
• Strong analytical skills for data analysis and manipulation to meet diverse requirements.
• Ability to take thoughtful, independent action for efficient task execution.
• Self-motivation and capacity to work under pressure while meeting deadlines.
• Excellent interpersonal skills and decisive decision-making abilities.
• Thorough understanding of office procedures, management principles, budgeting, record-keeping, problem-solving, supervision, and administration.

EDUCATION AND EXPERIENCE:

The above is normally acquired through the completion of:

• Completion of a university undergraduate degree.
• At least 5 years related experience, with some experience in a university setting, preferably in a position of responsible financial administration, or an equivalent combination of education and experience.

Reporting to the Chair, the Departmental Administrator is required to independently oversee the unit’s financial resources, the supervision of support staff, and the general administration of the department. The incumbent provides confidential administrative services to the Chair, advises and makes recommendations on matters of academic regulations, staffing management, university policy, and the provisions of collective agreements as they impact on the operations of the department. The Department Administrator has primary responsibility for preparing statistics and overseeing the management of data for Canadian Engineering Accreditation Board (CEAB) purposes. The administrator is a primary contact person for potential students, current graduate and undergraduate students, responding to queries and giving advice on registrarial matters. The Departmental Administrator also serves as liaison officer on behalf of the department with external research funding agencies.
The incumbent oversees the Graduate Administrator (in administration of the graduate program in consultation with the Department Associate Chair, Graduate Studies) in maintaining academic records for graduate students; informing students and prospective students on matters pertaining to course/program selection and academic regulations.
The incumbent oversees the Administrative Assistant (in administration of the undergraduate program in consultation with the Associate Chair of Undergraduate Studies) advising undergraduate students with their programs, assisting with the submission of scholarship nominations and offering support to the members of the Department including preparing material for CEAB.