Undergraduate Administrator (Art History, History and Theory of Architecture and Film Studies)
Carleton University
Ottawa, ON
Duties and Responsibilities:
Reporting to the School Administrator, the incumbent is responsible for the provision of undergraduate administration for the programs of Art History, History and Theory of Architecture and Film Studies within the School for Studies in Art and Culture. The Undergraduate Administrator provides support for the Assistant Directors and the three Undergraduate Academic Advisors, as well as being a resource and providing support for faculty in Art History and Film Studies. The incumbent administers all undergraduate student processes from recruitment through to graduation: advises students on required courses in their program, assists with registration, responds to requests for courses with limited enrolment; reviews audits and alerts faculty advisors to potential problems; prepares a list of candidates for departmental awards and scholarships; prepares graduation summaries. Responsible for all examination processes and PMC arrangements when required. Monitors content, receipt and storage of course outlines each term. Responsible for adhering to deadlines and regulations for administering teaching evaluations each term. Liaises with various offices and departments on campus, such as Scheduling and Examination Services, the Registrar’s office, Physical Plant, Graphic Services, Payroll, Admissions and the Awards Office. Records, transcribes and stores all minutes of unit meetings. The Undergraduate Administrator is the first point of contact for all School inquiries, answers in-person, phone and email inquiries, orders supplies, and provides support for coordinating all School and program events.

Qualifications:The incumbent must possess the following qualifications:
  • The above level of education and experience are necessary to develop the knowledge, skills and mature and sound judgment required to effectively communicate with all levels of internal and external contacts
  • Demonstrated personal initiative, resourcefulness, decision-making ability, and flexibility.
  • Excellent administrative and time-management skills;
  • Ability to lay out and organize tasks efficiently, set priorities, and meet strict deadlines without supervision;
  • Ability to work concurrently, reliably, and accurately on several tasks with the pressures of multiple demands and changing priorities;
  • Excellent communication skills, both oral and written.
  • The incumbent should become familiar with campus life and be knowledgeable about the academic policies and regulations of the University, extensive knowledge of undergraduate programs and their requirements in both Art History and Film Studies, and the proper procedures for the processing of student records. The incumbent acts as an information resource for students and faculty members in relation to undergraduate matters.
  • Excellent skills in the manipulation of electronic data and, more generally, in the use of standard office software applications.
  • Facility with Web-based search engines and online search techniques is also an asset.
  • Provides detailed and accurate information on three different programs ensuring the accuracy and maintaining the confidentiality of student records.
Education and Experience:The above is normally acquired through the completion of:
  • Completion of an undergraduate university degree,
  • A minimum of three (3) to four (4) years of progressive post-secondary administrative experience, including experience in an academic student environment.
  • Working knowledge of Microsoft Office (Excel and Word in particular).
  • Knowledge of Banner would be an asset .