Duties and Responsibilities:

Under minimal supervision of the Departmental Administrator, the Graduate Administrator acts as Assistant to the Associate Chair, Graduate Studies. In this capacity, the Graduate Administrator is responsible for the day-to-day administration of the graduate program. S/he provides direction to students and faculty with regard to graduate issues such as admission and program requirements, registration, scholarships and awards, and graduation. S/he, under the direction of the Associate Chair, generates the required documentation for admissions, student funding, student audits, comprehensive examinations, thesis defences, graduation lists, processes a variety of documents critical to students’ progress through the program, coordinates the regular review of the academic audit, monitors students’ academic standing, and assists with scholarship/awards applications. The incumbent responds to student inquiries regarding admissions, prepares admissions documentation for the Associate Chair, and assists with registration. S/He provides support for the examination process, including assembling thesis defence boards, and prepares graduation lists, ensuring eligibility of students to graduate.

The Graduate

Administrator manages an extensive student database, including funding information, academic status, etc, from which s/he generates a variety of statistical reports.

The Graduate Administrator replaces the administrator in her/his absence. The incumbent performs a variety of administrative tasks for the Associate Chair and for the Departmental Administrator, as required and provides administrative support for the departmental faculty.





Qualifications:

The incumbent must possess the following qualifications:

- The work requires initiative, good judgement, and the ability to work independently.
- The ability to organize work, set priorities, work under pressure, and meet deadlines is essential.
- Must have highly developed interpersonal skills in order to communicate effectively with students, Faculty member, Administrators, and the general public.
- Must be able to function effectively and efficiently in a high volume, high pressure, deadline-driven environment.
- The ability to interpret departmental and university policies and procedures and incorporate them into the unit’s operations is essential.
- A complete understanding of the graduate program and its attendant regulations is critical for the effective management of this position.
- Excellent administrative and record-keeping skills as well as strong communication skills, both oral and written are essential.
- Requires an intimate knowledge of all aspects of the graduate program, and a broad knowledge of general university regulations and procedures in order to function efficiently.
- A sound knowledge of office procedures, including record-keeping and filing are essential with a high degree of attention to detail.




- Must keep pace with emerging technologies, such as Carleton Applications, BANNER, and a variety of word processing applications.
- The ability to interpret information and make informed decisions is a critical skill for this person.

Education and Experience:

The above is normally acquired through the completion of:

- Completion of secondary school including secretarial training plus an additional two years of study, preferably at a post-secondary level; or the equivalent combination of education and experience.
- At least five years of related experience 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.

📌 Graduate Administrator (Ottawa)
🏢 Carleton University
📍 Ottawa