Departmental Administrator

If you are an internal applicant belonging to a union (CUPE 2424, CUPE 910 or OPSEU 404), please make sure to update your current union status in your candidate profile each time you apply for a vacant position. Internal “unionized” candidates with priority status will be given first consideration. Please note: Carleton University encourages applications from all qualified candidates.

Job Number:  J0725-0098

Job Title:  Departmental Administrator

Job Type:  Continuing Full Time

Department:  Earth Sciences

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  14/07/2025

Closing Date (dd/mm/yyyy):  22/07/2025

Salary (with Salary Rate):  73,897.00 - 80,777.00/Year

Assignment Duration From:  01/08/2025

Employee Group:  CUPE 2424

Salary Level:  8PE

Hours Per Week:  35

Date Position Available:  01/08/2025

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.

Named a Top 100 Employer in 2023, 2024 and 2025, and a National Capital Region Top Employer for 10 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.

Reporting to the Chair, the incumbent is responsible for the efficient and effective operation of the administrative and budgetary processes to ensure quality service is provided and maintained. The incumbent provides advice and information to students, faculty, and staff on programs, processes a variety of documents critical to students’ progress through the Department’s programs, and is responsible for meeting all internal and external deadlines associated with the administration and coordination of the programs.

Working with the Chair, the incumbent is also the class and lab Timetable Coordinator for programs. Given this position supports undergraduate and graduate programs including the Joint Program with University of Ottawa, the Ottawa Carleton Geoscience Centre, the incumbent must have excellent time management skills to develop solutions for timelines and conflicting schedules to balance demands and align with priorities. The incumbent must have the ability to work overtime during peak periods.

The incumbent must possess the following qualifications:
• The incumbent must have a thorough knowledge of office procedures, administrative skills, accounting principles, privacy provisions, budget setting, and current office computer software.
• This position involves interacting with staff, faculty and students, from varying cultural and academic backgrounds.
• The incumbent must have the ability to work under pressure, to communicate effectively (verbal and written), to establish priorities, to recognize the need for change and to develop plans for recommended change when necessary.
• The incumbent must be mature, possess integrity and discretion (especially of student and staff privacy). Situations at times occur which require conflict resolution skills, tact and diplomacy.
• Also required is a thorough knowledge of the Department and University policies and regulations, including the Freedom of Information and Protection of Privacy Act (FIPPA) of Ontario. Superior time management skills are essential for this position.

The above is normally acquired through :
• Completion of a three-year university degree or equivalent. Knowledge of current accounting concepts, definitions, rules and regulations, and management practice.
• Five years of relevant and progressively more responsible work experience, preferably in a university environment.

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.

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.

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.