Duties and Responsibilities:
Under the general supervision of the School Administrator, and reporting to the Director, the Undergraduate and Administrative Assistant acts as the first line of contact between the Director and the faculty, staff, students and the general public and administers all undergraduate student processes from recruitment through to graduation on behalf of the School.
The Undergraduate and Administrative Assistant has responsibility for effective communication and interaction with academic and administrative units supporting the undergraduate program and with all students and potential students expressing an interest in courses offered in the School of Linguistics and Language Studies. The Undergraduate and Administrative Assistant advises students of their eligibility for admission, promotion and continuation, conducts initial reviews of audits regarding the eligibility of students to remain in programs, answers inquiries and provides support to the Undergraduate Supervisor and the Undergraduate Committee.
The Undergraduate Administrator responds to all academic-related questions and concerns of faculty, contract instructors and students, and when appropriate will consult the Director or Undergraduate Supervisor.
This position involves the coordination of examination schedules, collecting, reviewing and filing of course syllabuses for the various course offerings in the School, coordinating Certificate admission application files as required, and coordinating the annual Career Development Increments (CDI) process for School faculty and the Director.
The incumbent is responsible for ensuring the efficient conduct of the day-to-day “business” of one of the School’s main offices and the delivery of a high level of service/responsiveness to faculty, contract instructors, students and the general public. The Undergraduate and Administrative Assistant provides administrative support for the Director, processing documents and disseminating information on behalf of the Director, maintains the Director’s appointment diary, and performs various other duties as required by the Director and School Administrator.
The Undergraduate and Administrative Assistant is also responsible for specific duties such as organization and promotion of School events, maintaining the unit website(s), social media presence, and departmental communication.
Qualifications:
The incumbent must possess the following qualifications:
- Excellent skills in the manipulation of electronic database and software applications including Word, Excel, PowerPoint, Enterprise, Outlook, Banner, WordPress, Foxit and other administrative applications that may be adopted by the University in future;
- Thorough website maintenance skills and advanced knowledge of search engines and web search techniques. Ability to adapt to a continually changing electronic environment;
- Superb verbal and written communication skills and the ability to professionally represent the Unit and deal effectively with faculty/contract instructors, students, staff and the general public;
- Initiative, sound judgment and the ability to work with minimum supervision, respond independently to queries and resolve problems;
- Thorough knowledge of secretarial, administrative and office procedures and best practices thereof;
- The ability to work independently, organize work effectively, set priorities and meet strict deadlines with minimal supervision and as a team member;
- Excellent time management skills are required as well as the ability to simultaneously work on several assignments with pressures of multiple demands and changing priorities;
- Excellent interpersonal and customer service skills, along with the ability to act with discretion, tact and diplomacy when dealing with staff, faculty/contract instructors, students and the public. The incumbent must take a friendly, open and helpful approach to student and School support;
- The ability to keep pace with emerging technologies, social media platforms, and a variety of software applications. A high degree of attention to detail is required;
- Excellent word processing skills and spreadsheet capabilities, electronic mail and electronic scheduling. Attention to detail, ability to proofread documents and spreadsheets is essential;
- The ability to maintain confidentiality and keep confidential records secure in a main office environment is imperative;
- The ability to interpret information, make informed decisions and put into practice School and university policies and procedures is a skill critical for the efficient and effective management of this position’s responsibilities.
Education and Experience:
The above is normally acquired through :
- Completion of a three-year university degree.
- Minimum of four (4) years of relevant administrative experience, preferably in a university setting, in roles of increasing responsibility.
HR Note:
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.
