If you are an internal applicant, please make sure to update your current union status in your candidate profile each time you apply for a vacancy. Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.

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.

As one of the 2023 Top 100 Employers in Canada and one of the National Capital Region’s Top Employers for nine 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 Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values.

Duties and Responsibilities:

Reporting to the Departmental Administrator, the Undergraduate Administrator is responsible for the administration of the B.Cog.Sc and Post-Baccalaureate programs, as well as the general receptionist duties in the Department of Cognitive Science. The Undergraduate Administrator is also knowledgeable about the duties performed by the Departmental Administrator and the Graduate Administrator such that he/she can cover those duties when during illness or holiday periods.

The Undergraduate Administrator processes a variety of documents critical to undergraduate students’ progress through the program, coordinates the regular review of the academic audit, and supports or assists the Undergraduate Supervisor in advising students. The Undergraduate Administrator responds to student inquiries regarding admissions and assists with course selection and registration, as required. The Undergraduate Administrator assists with yearly activities, as required, including orientation and recruitment.

The Undergraduate Administrator is primarily responsible for receptionist duties for the Department, with support provided by the Departmental Administrator and Graduate Administrator. Primary responsibility for the undergraduate portion of the website, accordingly, rests with the incumbent, in consultation with the Undergraduate Supervisor, Departmental 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 undergraduate 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 the 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.
• Minimum of three years administrative experience 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.

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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