Duties and Responsibilities:

Reporting to the Director and under the supervision of the College Administrator, the Graduate Programs Administrator is responsible for:

- The effective and efficient administration and coordination of graduate academic programs supporting both students and faculty throughout the academic lifecycle – from recruitment to graduation.
- Delivering high-quality administrative and advisory support across recruitment, admissions, student advising, in program administration, funding and awards, events, and graduation processes while ensuring compliance with University, Faculty, and program regulations.
- Serving as a primary point of contact for prospective and current students, faculty, staff, and both internal offices and external partners.
- Providing academic administrative expertise to effectively support faculty and instructors by providing timely advice and updates on any new policies, processes and timelines, assisting in both student academic success and wellness support and contributing to a positive public profile of the graduate programs.
- Assisting and supporting recruitment and outreach for the programs. This includes student, faculty, internal and external partner outreach by organizing events, providing proactive and timely information and updates through the appropriate digital communication channels, such as e-mail, newsletters, website updates and social media posts.
- Supporting the smooth operations of the College, by assisting with special projects and providing support to other programs and positions during high-peak periods and absences.

Qualifications:

The incumbent must possess the following qualifications:

- Demonstrated ability to review, interpret and stay current with academic policies, procedures and processes.
- In-depth knowledge of the graduate recruitment and admissions processes,



with the ability to calculate GPAs, review and interpret both domestic and international transcripts and documents to accurately changing Canadian and international university grading processes and English language requirements.
- Knowledge of scholarships, funding and award opportunities to effectively assemble the admissions offer packages and support the current graduate student awards.
- Excellent ability to advise students on program-mapping, with experience supporting students during program and life changes to ensure academic success and degree completion.
- Current knowledge of the central student academic and wellness supports for effective triage of student issues, especially when escalation is required.
- Sound knowledge of the Graduate.
- Strong administrative skills to successfully and efficiently support the College Director and Administrator, Program Director(s) and related committees on graduate programs.
- The ability to interpret and work with collective agreements to support TA hiring and assignments.
- Excellent verbal and written communication skills, with strong presentation and outreach skills to effectively participate in recruitment activities, promotion of the College programs and to interact and engage with the College faculty, staff, students and community partners.
- The ability to work in a diverse unit with knowledge of cultural competencies.
- Effective time management, with excellent organizational and planning skills,



with the ability to prioritize in a fast-paced environment, while successfully paying attention to detail.
- Strong interpersonal skills, tact, and diplomacy with the demonstrated ability to remain calm and work with a professional demeanor while working under pressure.
- Demonstrated ability to work independently, with robust initiative, research and problem-solving skills.
- Excellent computer skills including expertise in the use of the MS Suite, including knowledge of Wordpress; software database systems and custom software such as Banner.

Education and Experience:

The above is normally acquired through the completion of:

- A three-year university degree.
- A minimum of 3 years of related academic administrative and student support experience, including 1 year of graduate administration and advising experience.

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.

📌 Graduate Programs Administrator (Canada)
🏢 Carleton University
📍 Canada