Administrative Assistant

Carleton University

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:

With direction from the Department Administrator, the Administrative Assistant assists with the preparation of program accreditation/ quality assurance submissions; co-ordinates/schedules thesis defences, PhD comprehensive examinations, capstone project design forum, and undergraduate/graduate course examinations; assists with room bookings; maintains course files ; responds to student inquiries and coordinates student scholarship applications; prepares editorial changes to the graduate and undergraduate calendars; coordinates teaching evaluations; assigns rooms and keys to students, visitors, and sessional lecturers; administers security access system to design rooms and laboratories; provides administration assistance to full-time and sessional faculty members; co-ordinates with the U. of Ottawa on graduate course offerings and student grades; assists with updating of the departmental website; assists the undergraduate Associate Chair with booking of appointments; performs other duties as required.


The incumbent must possess the following qualifications:
• Ability to work independently using good judgment and intuition; must be able to prioritize and schedule a variety of daily tasks to meet deadlines; and must be able to work with and maintain confidentiality of electronic and paper documents, records, or files being handled.
• A thorough knowledge of office procedures and be adept with current computer applications in the workplace, and general bookkeeping practices.
• Excellent organization skills with the ability to effectively prioritize tasks and achieve given deadlines are required.
• Strong interpersonal and communication skills are required to effectively communicate with faculty members, students, administrative staff and the general public.
• Attention to detail and precision is essential.
• A sound knowledge of University and Faculty policies and procedures is required.

Education and Experience:

The above is normally acquired through the completion of:
• Two years post-secondary education or equivalence
• Five years of relevant work experience, preferably in a university setting; experience with computer applications is essential.

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.

Important Note Regarding Pandemic Related Operations:

This position is regularly required to work on campus. Due to the ongoing dynamic nature of Covid-19, you may be required to work temporarily remotely due to public health 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 directives 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.

View complete position description

You must login first before attempting to apply for any postion.

Please confirm that you have updated your candidate profile, if you are a returning applicant. Please note your profile includes important screening information.

View or Apply
To help us track our recruitment effort, please indicate in your cover//motivation letter where ( you saw this job posting.

Leave a Reply