To display this page you need a browser with JavaScript support.

Career Development Assignment (CDA) The successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.

If you are an internal applicant belonging to a union (CUPE 2424, CUPE 910 or OPSEU 404), please make sure to update your current union status in your candidate profile each time you apply for a vacant position. Internal “unionized” candidates with priority status will be given first consideration. Please note: Carleton University encourages applications from all qualified candidates.

Job Number: J0826-0139

Job Title: Undergraduate & Administrative Assistant

Job Type: Career Development Assignment (CDA)

Department: Sch of Linguistics & Applied Language Studies

Job Category: Administrative

Number of Positions: 1

Date Posted (dd/mm/yyyy): 19/08/2026

Closing Date (dd/mm/yyyy): 27/08/2026

Salary (with Salary Rate): 66,488.00 - 72,613.00/Year

Assignment Duration From: 24/08/2026

Employee Group: CUPE 2424

Salary Level: 7PE

Hours Per Week: 35

Date Position Available: 24/08/2026

About Carleton University Carleton University is situated on unceded Algonquin territory and bordered by the Rideau River and the Rideau Canal, a UNESCO World Heritage site, in Ottawa, Ontario. The university is just minutes from the heart of our nation's government and G-7 organizations and this capital advantage provides opportunities for staff and faculty and students to make a positive impact in our community and around the world.

Named a Top 100 Employer in 2023, 2024 and 2025, and a National Capital Region Top Employer for 10 consecutive years, Carleton University is one of Canada’s most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university’s smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. At Carleton, we are committed to fostering an cutting-edge, equitable and welcoming work environment.

Carleton is also a nationally certified Healthy Workplace and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence and Platinum Level Certification for Mental Health at Work.

The university’s Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values.

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 productive 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.

Health and Safety Requirements

This position is regularly required to work on campus in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements.

You are required to follow all University policies and directives, including to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.

View Disclaimer You must login first before attempting to apply for any postion.

Please confirm that you have updated your candidate profile, if you are a returning applicant. Please note your profile includes important screening information.

📌 Undergraduate & Administrative Assistant (Ottawa)
🏢 Carleton University
📍 Ottawa