Graduate Programs Administrator
Duties and Responsibilities:
Under the general supervision of the Institute Administrator, the Graduate Programs Administrator is responsible for the overall administration of and support for the activity of new and existing graduate programs and the students applying to and/or enrolled in graduate programs offered by the Institute of Interdisciplinary Studies.
The Graduate Programs Administrator provides administrative support for the development, implementation of and recruitment for new Graduate Programs within the Institute of Interdisciplinary Studies, seeking out, compiling, and providing information for long and short-term planning. They provide informed advice on academic and administrative policy concerns as well as planning and administrative processes, acting as a liaison in an advisory capacity in all graduate matters, and representing the Institute at administrative meetings relating to graduate program and student matters.
They provide in-person advice to graduate students on all aspects of their program requirements, the University's academic regulations, and the Collective Agreement (CUPE 4600-Unit 1) for teaching assistants. In addition, the incumbent processes a variety of documents critical to program development and the progress of graduate students through the program, coordinates the regular review of academic audits, monitors student academic standing and progress, and supports the application process and review of scholarship and awards.
They respond to student inquiries regarding admissions, prepare admissions documentation for the Graduate Supervisor and Admissions Committees, and assists with registration. Additionally, they provide support for the examination process, including assembly of thesis defense boards, and preparation of graduation lists, confirming the eligibility of students to graduate.
The incumbent organizes and attends all events in support of new graduate students, as well as those relating to graduate student and teaching assistant orientation and graduate recruitment events.
The incumbent administers and maintains extensive student records in a variety of electronic and hard-copy formats, including details regarding funding, academic status, etc. from which they generate a variety of statistical reports.
Primary responsibility for updating and maintaining the unit's website and social media presence rests with the incumbent, in consultation with the unit Director, Associate Director, and administrative colleagues, including the Undergraduate Administrator and Graduate Supervisor.
Qualifications:
The incumbent must possess the following qualifications:
• Highly developed office administration skills, with the ability to organize work effectively, set priorities and meet strict deadlines with minimal supervision.
• Excellent interpersonal and decision-making skills are required in order to provide accurate information to and exchange information with faculty and students regarding proper procedures and regulations pertaining to admission, registration and continuation in degree programs, as well as to effectively liaise with University staff in other units.
• Remaining up-to-date with changing regulations is essential.
• Must work with a high degree of accuracy, resourcefulness, and initiative, often under pressure to meet deadlines.
• Strong website and social media skills in order to be able to create, update, and revise information on the departmental website and social media sites.
Education and Experience:
The above is normally acquired through the completion of:
• Three-year university degree, preferably in a field related to the programs offered within the unit
• 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.