Undergraduate Assistant and Administrative Assistant to the Undergraduate Chairs

Job Responsibility:

Duties and Responsibilities:

The Undergraduate Assistant and Administrative Assistant to the Undergraduate Chairs provides academic advising services to students in the Computer Systems Engineering, Biomedical and Electrical Engineering, Communications Engineering, and Software Engineering programs. Working with minimal supervision, the incumbent is responsible for providing authoritative advice on student academic issues, policies, rules, and regulations and for helping direct students to the appropriate support and resources to resolve issues and questions. The Undergraduate Assistant and Administrative Assistant to the Undergraduate Chairs is on the front line of student support and is required to triage the frontline as appropriate and expected to present a positive, knowledgeable, professional reflection of the department and its services at all times. Complex and sensitive issues that require escalation are referred to the Administrator or individual Chairs as appropriate. In addition, the Undergraduate Assistant and Administrative Assistant to the Undergraduate Chairs is responsible for assisting with event planning for the department, as well as the maintenance of the course materials to the level required by the Canadian Engineering Accreditation Board (CEAB) and other program assessment procedures, while providing administrative support for faculty and staff. The incumbent is responsible for coordinating the graduate student space within the department.

Qualifications:

The incumbent must possess the following qualifications:

• Excellent interpersonal skills to advise students and collaborate with Faculty members
• Proven triage skills, as it is essential to know when and where to refer students with urgent or sensitive cases
• Ability to problem solve while exercising sound judgment
• Highly developed verbal and written communication skills, including presentation skills
• Proven ability to communicate with tact, diplomacy, empathy, and discretion.
• Excellent organization skills and the ability to coordinate multiple tasks simultaneously while providing mutual support to colleagues
• Incumbent must be able to complete work accurately and display attention to detail
• Knowledge of Canadian Engineering Accreditation Board (CEAB) procedures and regulations, strict requirements, collection of graduate attribute data, other program assessment procedures, etc.
• Experience with timetabling for scheduling of undergraduate courses.
• Experience advising engineering undergraduate students
• Experience with Carleton University online systems, including Banner, eShop, DCU, FAST, etc.

o Since technology evolves, other software packages may be needed and the candidate must have the ability to learn new software systems.

Education and Experience:

The above is normally acquired through the completion of:

• Completion of a three-year college diploma or undergraduate university degree. Equivalencies will be considered.
• 4 years related progressively more responsible experience, in an academic environment (an equivalent combination of education and experience is acceptable).

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.