Job Description

Duties and Responsibilities:

Reporting to the Manager, Master of Engineering Practice Program, the Graduate Assistant plays a central role in the administration of the Engineering Practice graduate program. This position serves as the primary point of contact for prospective and current students, providing comprehensive support throughout the student lifecycle--from application and admission through to graduation.



The incumbent is responsible for coordinating the graduate admissions process, including advising applicants, reviewing applications, calculating CGPAs, and ensuring all documentation is complete and compliant with university policies. They coordinate admission decisions with the EP Director and the EP Manager and Graduate Studies, maintain application records, and generate reports to support program planning and growth.



For in-program students, the Graduate Assistant provides guidance on course registration, academic policies, and program requirements. They monitor academic standing, coordinate student records and audits, and ensure timely communication of academic progress and necessary actions. The role also includes coordinating student awards and scholarships, from verifying eligibility to submitting nominations, and administering the graduation process across all academic terms.



In addition to academic and administrative responsibilities, the Graduate Assistant supports the daily operations of the Engineering Practice Program, provides general administrative assistance, and acts as a backup to the Program Administrator when needed. The role requires accuracy, discretion, and knowledge of university systems and procedures, as well as strong communication and organizational skills to support students and faculty effectively.

Qualifications:

The incumbent must possess the following qualifications:

The incumbent must be well-versed in intercultural communication, as they will be working closely with a diverse group of international students. Strong interpersonal skills, empathy, and cultural awareness are essential to support students effectively and foster an inclusive environment. The incumbent must have a thorough knowledge of database software and word-processing skills. It is essential that the incumbent have knowledge of the University structure and regulations particularly pertaining to the Faculty of Engineering and Design and Graduate Studies. Given the number of competing demands for time and effort, the setting of work priorities is vital. The incumbent must be resilient, flexible and able to work under pressure. The incumbent is expected to work independently, to plan, initiate, co-ordinate and make decisions relating to the many different tasks required. The incumbent must compile reports, prepare statistics, compose correspondence, and advise with accuracy. Good judgment, diplomacy and interpersonal skills are key factors in this position because the incumbent must interact effectively with a large spectrum of people. Sound judgment is required to effectively communicate with all levels of internal and external contacts, and to enforce academic regulations and policies. Organizational skills are important in order to meet deadlines.

Education and Experience:

The above is normally acquired through:

Completion of a Bachelor's degree, strong preference for a degree in STEM. A minimum of four years of administrative experience. Experience must include at least one year in a post-secondary academic unit. Proven experience in an international student support role an asset. Experience as a graduate administrator is an asset.

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.