Executive Office Administrator and Communications Coordinator

Job Responsibility:

Duties and Responsibilities:

Reporting to the Vice-Provost and Associate Vice-President (Academic) (VPAVPA), the Executive Office Administrator & Communications Coordinator provides professional executive, and confidential support to both the VPAVPA and the Director, Teaching and Learning. This includes organizing schedules, travel, supporting confidential correspondence, and coordinating/supporting committees and working groups. The incumbent oversees the administrative operations of the Office of the VPAVPA. Secondly, the incumbent supports the communication activities of the OVPAVPA by supporting the activities of the Communications Officer. This includes social media, email, and newsletter campaigns. This is a position of trust and therefore the incumbent must exercise a significant amount of tact and diplomacy in their duties and maintain a high degree of confidentiality.

Qualifications:

The incumbent must possess the following qualifications:

• Thorough knowledge of the University's related systems and applications, including a deep understanding and wide knowledge of University and departmental polices.
• Thorough knowledge of University accounting and budgetary polices & procedures is required in order for the incumbent to determine the appropriate treatment of fiscal administrative issues, as well as to provide accurate accounting and budgeting guidance to the VPAVPA, the Director, and other TLS staff.
• Knowledge and use of Banner, eShop, FAST, Travel & Expense (SAP Concur) and other administrative systems.
• Deep understanding of both the University and departmental communications processes, stay up-to-date with emerging trends, and maintain a deep knowledge of the systems used to execute communications plans in support of the TLS portfolio. These systems include WordPress, MailChimp, Lyris, Campaign Monitor, Twitter, Hootsuite and Survey Monkey, among others.
• Excellent writing and editing skills are also required to represent the department professionally.
• Able to communicate effectively with senior staff both within and outside of TLS.
• Thorough knowledge of University operating and HR/Staff policies and the capability to deal with internal and external contacts.
• Familiar with Carleton applications and office automation software, including the MS Office Suite, Zoom, and content and communication platforms.
• Ability to work quickly, independently and accurately under pressure.
• Meticulous attention to details.
• Ability to maintain an extremely high level of confidentiality and professionalism.
• Sound judgment and the ability to make recommendations on financial and policy issues.
• Ability to work under pressure and meet strict deadlines.
• Strong oral and written communication and interpersonal skills.
• Exceptional organizational skills and time-management skills.

Education and Experience:

The above is normally acquired through the completion of:

• Three years of post-secondary education, in addition to office administration and communications training
• Five years of related experience in a post-secondary environment with a focus on executive, administration, operation and communications of a department

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.