Duties and Responsibilities:

Reporting to the Director, Institute of Data Science, the incumbent is responsible for the effective and efficient administration and coordination of the Institute’s academic, administrative, budgetary, and student-facing processes for the Institute’s graduate programs. The incumbent supports graduate students and faculty throughout the graduate academic lifecycle, including recruitment, admissions, registration, in-program administration, funding and awards, events, and graduation processes, while ensuring compliance with University, Faculty, and Institute regulations.

Working with the Director, Graduate Directors, program leads, faculty, and relevant University offices, the position serves as a primary point of contact for prospective and current graduate students, faculty, staff, and participating units on matters related to graduate program administration, as well as assigned Institute administrative processes including budget, timetabling, and Contract Instructor hiring. The Institute and Graduate Programs Administrator provides academic administrative expertise by offering timely advice and updates on relevant policies, processes, and timelines; supporting graduate student academic success and wellness; and contributing to the effective administration and public profile of the Institute’s graduate programs.

The Institute and Graduate Programs Administrator assists with graduate student, faculty, internal, and external partner outreach related to IDS graduate programs and assigned Institute activities by organizing events and providing proactive, timely information and updates through appropriate digital channels, such as e-mail, newsletters,



website updates, and social media posts.

Working in a cooperative environment, the Institute and Graduate Administrator supports the smooth operations of the Institute by assisting with special projects and providing support during high-peak periods and staff absences to other positions and programs, including but not limited to those within the School of Computer Science.

Qualifications:

The incumbent must possess the following qualifications:

- Must have a thorough knowledge of office procedures, administrative skills, accounting principles, privacy provisions, budget setting, and current office computer software.
- Interacting with staff, faculty, students, and external contacts from varying cultural and academic backgrounds.
- Must have the ability to work under pressure, communicate effectively verbally and in writing, establish daily priorities, recognize the need for process improvement, and develop recommended changes when necessary.
- Must be mature and possess integrity and discretion, especially regarding student, employee, and institutional information.
- De-escalation skills, tact, and diplomacy.
- Thorough knowledge of Institute and University policies and regulations, including the Freedom of Information and Protection of Privacy Act of Ontario.




- Superior time management skills are essential for this position.

Education and Experience:

The above is normally acquired through the completion of:

- A three-year university degree or equivalent. Knowledge of current accounting concepts, definitions, rules and regulations, and supervision practices considered an asset.
- Five years of relevant and progressively more responsible administrative work experience. Work experience must demonstrate a sound knowledge of graduate program administration and show direct experience working with students in an advisory capacity 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.

📌 Institute and Graduate Administrator (Ottawa)
🏢 Carleton University
📍 Ottawa