Applications for this position will be reviewed on an ongoing basis. This position will be posted until filled. This is for a one year contract to start with the possibility of extension.

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:

Project Overview
The NSERC CREATE program for training tomorrow’s Leaders in Permafrost thaw and northern research (NSERC CREATE LEAP, 2023–2029) offers multidisciplinary academic permafrost training and develops professional skills specific to northern Canada. LEAP is led by Carleton University and additionally includes the University of Alberta, McGill University, Université de Montréal, Wilfrid Laurier University, the University of Victoria, and the University of Calgary.

Job Summary
The LEAP Program Coordinator will coordinate and support the operation of the LEAP programme. They will work at Carleton University and report to the Program Director.

Key Accountabilities
Project Coordination, Planning and Delivery
• In consultation with the Program Director and Deputy Director, establishes and maintains project support infrastructure including coordinating logistics associated with the project activities such as tracking timelines, organizing committee meetings, and supporting committee activities.
• Tracks and enables trainee participation in the program via Brightspace to ensure trainees fulfil program requirements and delivers program certificates of completion to trainees.
• Builds on best practices and advice available at Carleton University by liaising with staff of NSERC PermafrostNet and other NSERC CREATE programs on campus.
• Creates and maintains documentation for important workflows and procedures to enable continuity during vacations or sick leave.
Training Design and Delivery
• Coordinates and supports the design and delivery of training elements with the guidance of the Training and EDI Committees including (a) liaising with Carleton Teaching and Learning Services for organizing the generation and delivery of the online elements, and (b) liaising with the Northern Coordinator and partners for organizing the Northern Field School.
• Plans and facilitates training sessions delivered by co-grantees and collaborators throughout the Online Training Course and leads instruction throughout orientation sessions and event planning discussions.
• Coordinates and supports recruitment with the guidance of the Recruitment and EDI Committees by developing program application materials, promoting available positions, submitting applications for review, and drafting and delivering letters of offer.
Relationship Management
• Interacts, coordinates, exchanges, and responds to requests for information from both internal and external stakeholders such as project teams, project participants, vendors and suppliers.
• Monitors and screens incoming messages and requests (in-person, telephone, email) to assess urgency, required response, and action including re-direction to appropriate members of project team.
• Plans and facilitates meetings with program trainees, co-grantees, collaborators, and partners to update program participants about upcoming priorities.
Financial Management
• Manages administrative and financial data and workflows, including budgeting; procuring, editing, and compiling up-to-date financial data in accordance with relevant CREATE reporting requirements.
• Collects metrics for program evaluation; and fulfils annual financial and progress reporting requirements for NSERC and the Program Committee.
Communications and Outreach Support
• Manages internal and external communications including newsletters, websites, promotional materials for projects (e.g., posters, banners, and infographics), and social media.
• Participates in design discussions related to the promotion of projects and related activities.
• Represents the program at conferences and events to increase program visibility.
• Directs ongoing inquiries from project stakeholders to the relevant project team members as necessary.

Qualifications:

The incumbent must possess the following qualifications:
• Knowledge of office administration policies, procedures, and processes
• Knowledge of office productivity software and databases, internet browsers and search engines, discipline-specific and enterprise software, and technology devices
• Knowledge of, and experience working within, a postsecondary institution (college or university) across Ontario preferred
• Knowledge of social media and communications strategies

Education and Experience:

The above is normally acquired through the completion of:
• Completion of a Bachelors’ degree
• Minimum of two years previous administrative experience with one-year of project administration experience

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.