Undergraduate and Office Administrator

at  Carleton University

QUALIFICATIONS:

The incumbent must possess the following qualifications:

• Excellent administrative, organizational, and time management skills.
• Proficient knowledge of university structure and regulations.
• Proficiency in manipulating electronic data processing equipment and software applications, including the MS Software Suite, graphics and photograph manipulation programs, web interfaces (including social media), and specialized academic-program focused software.
• Strong interpersonal and problem-solving skills for dealing with sensitive student issues.
• Demonstrated good judgment, initiative, resourcefulness, tact, and discretion.
• Ability to work effectively under pressure and communicate effectively (verbally and in writing).
• Capability to relay information to all members of the University community and the general public professionally.
• Ability to work successfully without direct supervision.
• Sensitivity to and understanding of various cultural, ethnic, and linguistic profiles.

EDUCATION AND EXPERIENCE:

The above is normally acquired through the completion of:

• Successful completion of an undergraduate degree. The equivalent amount of combined education and experience would also be considered.
• A minimum of three to four years of forward facing administrative experience in a post-secondary setting.

Reporting to the Departmental Administrator, the Undergraduate and Office Administrator is essential to the Department and fulfills six key roles.
1) The incumbent is the first point of contact for the Department and assists students, members of the general public, staff, faculty, contract instructors, adjunct professors and other researchers with inquiries of a general, procedural or academic nature concerning the Department, Undergraduate Programs, Outreach Programs and their activities.
2) The incumbent administers all undergraduate student processes from recruitment through to graduation.
3) The incumbent responds to all academic-related questions and concerns of Faculty, Contract Instructors and students, and when appropriate will consult the Departmental Administrator.
4) The incumbent participates fully in developing, planning, organizing and promoting events, seminar series, programs and activities in support of the Department.
5) The incumbent is responsible for day to day administration of the department office and providing access to teaching laboratories and classrooms.
6) The incumbent assists the Department Administrator as needed and performs other related duties as requested by the Departmental Chair or Departmental Administrator from time to time.