Job Description

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 innovative, 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 is an ambitious vision for the future, anchored in Carleton's strengths and student-centric, community-engaged values.
Duties and Responsibilities:
Reporting to the Chair, and supervised by the Department/Institute Administrator, the Administrative Assistant is responsible for general office duties such as reception; incoming and outgoing correspondence and deliveries; assisting faculty and staff with their administrative needs; ordering general office supplies; maintaining the filing system (electronic and hard copies) according to records management policies; coordinating the booking of shared department equipment and space; facilitating the purchase and secure storage of exam materials, and under the supervision of the Department/Institute Administrator, distributes and tracks building keys.
The incumbent is the main representative and first point of contact for the department/institute. In person, by email, and by telephone the incumbent answers all general questions received from faculty, staff, visitors, and the public, as well as queries relating to undergraduate students, graduate students, and prospective students. The incumbent stays up to date on registration schedules, exam schedules, and other important university news, dates and deadlines. In addition, the incumbent is responsible for the coordination and day-to-day administration of the Master of Biotechnology Program and supports the undergraduate program administration.
The incumbent also takes responsibility for specific Department/Institute duties, such as organization and promotion of department/institute events; maintaining websites, social media presence and departmental communication; coordinating the shared department/institute in-boxes; course outlines and teaching evaluations; administrative coordination for academic hiring; department/institute alumni outreach; provides confidential support to the Department Chair and Director of the Institute, as required.
Qualifications:
The incumbent must possess the following qualifications:

• Strong multi-tasking, organizational skills, and the ability to set priorities and adapt to change is essential within a large academic Department/Institute with a deadline-driven environment and many distractions.
• Good judgment, diplomacy, strong interpersonal skills, and tact are extremely important since the incumbent must interact effectively with a large spectrum of people, both inside and outside of the Carleton University community. 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 Department/Institute and university policies and procedures is a skill critical for the efficient and effective management of this position's responsibilities.
• Excellent administrative and record-keeping skills as well as strong communication skills, both oral and written are required.
• The incumbent must take a friendly, open, and helpful approach to student and Department support.
• The incumbent must keep pace with emerging technologies, social media platforms, and a variety of software applications. Attention to detail is required.
• The incumbent must have flexibility in working evenings for special events.
• The incumbent is the first point of contact in the department/institute and therefore will be required to work in-person within the office hours of the department/institute.

Education and Experience:
The above is normally acquired through:

• Completion of three year degree or equivalent combination of education and experience.
• A minimum of four years' experience, preferably in a post-secondary setting in progressively more responsible positions.

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 Metis 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.
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Skills Required