Duties and Responsibilities:
Reporting to the School Administrator and working with minimum supervision, the incumbent provides general support to the Graduate Director. Responsible for the day-to-day administration of the graduate programs; assists the Graduate Director with the hiring of the teaching assistants (funded graduate and unfunded undergraduate); provides advice to students on administrative and academic matters and registration procedures; processes a variety of documents critical to students’ progress through the program; administers the annual review of the academic audit; monitors students’ academic standing;and assists with awards and scholarship applications. The incumbent responds to student inquiries regarding admissions, prepares admission documentation for the Graduate Director and assists with registration. The incumbent advises special students with regard to regulations and procedures and co-ordinates permission forms. The incumbent provides clerical support for the comprehensive examination process and the final grade reports, including coordinating thesis defence boards, preparation of graduation lists, and verification of graduation eligibility. The incumbent assists and prepares the graduate calendar changes. The incumbent manages an extensive student database, including funding information, academic status, etc., from which a variety of statistical reports are generated. Assists the Graduate Director with the administration of the Institute’s budget accounts; responsible for maintenance of the department’s Graduate Studies website.
Qualifications:
The incumbent must possess the following qualifications:
- Sound knowledge of all aspects of the graduate program
- A broad knowledge of general university regulations and procedures is required to function efficiently.
- Must have the ability to work independently with minimal supervision.
- Strong organizational skills, exercise sound judgment, and have the ability to set priorities and work under pressure within a deadline-driven environment.
- Diplomacy and highly developed interpersonal skills are required in the day-to-day contact with faculty, graduate students, FGPA, other departments on campus,peers at the University of Ottawa and the general public.
- The ability to maintain confidentiality is imperative.
- Excellent administrative and record-keeping skills as well as strong communication skills, both oral and written are required.
- The incumbent must keep pace with emerging technologies used in the department.
- A sound knowledge of administrative procedures, including record keeping, filing and database management are essential.
- A high degree of attention to detail is required.
Education and Experience:
The above is normally acquired through the completion of:
- Completion of a two year post-secondary program
- Five years related experience, preferably in a University environment.
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.
