Job Description

Graduate Administrator Location Ottawa, ON :

Duties and Responsibilities:

Reporting to the Departmental Administrator, the incumbent is responsible for the administration of the Ph.D. and M.Cog.Sc. programs. The Graduate Administrator is also knowledgeable about the duties performed by the Departmental Administrator and the Undergraduate Administrator such that he/she can cover their duties when they are ill or on holiday. The Graduate Administrator provides advice to graduate students on their program requirements, academic regulations and the Collective Agreement (CUPE 4600-Unit 1) for teaching assistants. In addition, the incumbent prepares and processes admission applications (analyzing transcripts and calculating grade point averages) and advises the Graduate Supervisor and graduate students on admission policies, these guidelines and financial assistance; initiating correspondence and liaising with the office of the Faculty of Graduate & Postdoctoral Affairs (FGPA) on behalf of the Graduate Supervisor. The incumbent processes a variety of documents critical to graduate 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 Graduate Supervisor, and assists with registration. S/He provides support for the examination process, including assembling thesis defense boards, and prepares graduation lists, ensuring eligibility of students to graduate. The Graduate Administrator administers an extensive student database, including funding information, academic status, etc. from which she/he generates a variety of statistical reports. The incumbent assists in organizing the Cognitive Science Spring Conference as well as the graduate student orientation and graduate recruitment. Primary responsibility for the website rests with the incumbent, in consultation with the Departmental Administrator, Undergraduate Administrator, and the Chair.

Qualifications:

The incumbent must possess the following qualifications:

• The nature of the work requires initiative and the ability to work independently.
• Problem solving skills and sound judgment are necessary in the day-to-day resolution of problems and in the interpretation and implementation of University, Department, and graduate program policies and procedures.
• The ability to organize work, determine priorities and work under pressure to meet deadlines as well as the ability to adapt to change is essential.
• The incumbent must possess excellent interpersonal skills in addressing student needs or queries and in the day-to-day contact with Faculty and public.
• Ability to maintain confidentiality is imperative.
• Excellent administrative and record-keeping skills as well as strong written and verbal communication skills are required.
• As well this position requires a thorough knowledge of the University operating procedures.

Education and Experience:

The above is normally acquired through the completion of:

• Three-year university degree or equivalent combination of experience and education.
• Four years of related academic administrative experience, preferably in a post-secondary setting

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.

Job Tags

Full time, Work at office, Immediate start,

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