Graduate Administrator (Term)

Carleton University; Ottawa; On-site; CAD 66,000 - 73,000; Full time

Job summary

Carleton University in Ottawa is seeking a Graduate Administrator (Term) in the Kroeger College of Public Affairs. This 35‑hour‑week role supports admissions, student advising, funding and awards, events and graduation processes across the graduate programs.

The successful candidate will liaise with faculty, staff and external partners, help maintain graduate calendars, assist with policy updates, and contribute to a positive, inclusive academic environment at Carleton University.

Qualifications

• Completion of a three-year university degree.
• Minimum of 4 years of related academic administrative and student support experience.
• Experience in graduate administration and advising in a university setting.

Responsibilities

• Coordinate admissions, student advising, in-program administration, funding and awards, events, and graduation processes.
• Serve as a primary point of contact for students, faculty, staff and external partners.
• Develop and maintain graduate administration resources and tools, including a Graduate Administrator Handbook.

Skills

Graduate admissions

Transcript interpretation

Advising students

Policy interpretation

Education

Three-year university degree

Tools

Banner

WordPress

MS Suite

Job description

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TERM Assignment

Carleton University also welcomes applications from continuing employees. If a Continuing employee is the successful candidate, this assignment will be considered a Term Assignment, and the successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.

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: J1026-0027

Job Title: Graduate Administrator (Term)

Job Type: Term Full Time

Department: Kroeger College of Public Affairs

Job Category: Administrative

Number of Positions: 1

Date Posted (dd/mm/yyyy): 27/10/2026

Closing Date (dd/mm/yyyy): 03/11/2026

Salary (with Salary Rate): 66,488.00 - 72,613.00/Year

Assignment Duration From: 13/10/2026

Assignment Duration To: 30/04/2027

Employee Group: CUPE 2424

Salary Level: 7PE

Hours Per Week: 35

Date Position Available: 13/10/2026

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.

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.

Duties And Responsibilities

Reporting to the Director of Political Economy and the Director Kroeger College of Public Affairs, and under the supervision of the College Administrator in the Kroeger College, the Graduate Administrator is responsible for the effective and efficient administration and coordination of graduate academic programs supporting both students and faculty throughout the academic lifecycle – from recruitment to graduation. The incumbent delivers high‑quality administrative and advisory support across admissions, student advising, in‑program administration, funding and awards, events, and graduation processes while ensuring compliance with University, Faculty, and program regulations for both the for Masters Program and Collaborative PhD with a Specialization in Political Economy.

The position serves as a primary point of contact for prospective and current students, faculty, staff, and both internal offices and external partners, and contributes to the smooth operation of the College and Faculty. The Graduate Administrator provides academic administrative expertise to effectively support faculty and instructors by providing timely advice and updates on any new policies, processes and timelines, assisting in both student academic success and wellness support and contributing to a positive public profile of the graduate programs.

The Graduate Administrator assists with student, faculty, internal and external partner outreach by organizing events, providing proactive and timely information and updates through the appropriate digital channels, such as e‑mail, newsletters, website updates and social media posts.

Working collaboratively with the Office of the Dean of the Faculty of Public and Global Affairs, the Graduate Administrator will support special projects for the Faculty, including assisting with the collection, review and creation of current graduate administration resources and tools to develop a Faculty of Public and Global Affairs Graduate Administrator Handbook to use as a guide for all graduate administration processes from recruitment to graduation.

Working in collaborative environment, the Graduate Administrator also assists with special projects and by providing support to other programs and positions during high‑peak periods and absences.

Qualifications

• Demonstrated ability to review, interpret and stay current with academic policies, procedures and processes.
• Strong knowledge of the graduate recruitment and admissions processes, with the ability to calculate GPAs, review and interpret transcripts to accurately assess international documentation and transcripts, changing Canadian and international university grading processes and English language requirements.
• Knowledge of scholarships, funding and award opportunities to effectively assemble the offer packages and support the current graduate student awards.
• Demonstrated ability to advise students on program‑mapping, with experience supporting students during program and life changes to ensure academic success and degree completion.
• Sound knowledge of the Graduate Calendar.
• Strong administrative experience and skills to successfully and efficiently support the College Administrator, Graduate Supervisor and related committees.
• Ability to interpret and work with collective agreements to support TA hiring and assignments.
• Strong verbal and written communication skills, with strong presentation skills to effectively participate in recruitment activities, promotion of the College's programs and to interact with the program's faculty, staff and students.
• Ability to work in a diverse unit with knowledge of cultural competencies
• Effective time management, with excellent organizational and planning skills, with the ability to prioritize in a fast‑paced environment, while successfully paying attention to detail.
• Strong interpersonal skills, tact, and diplomacy with the demonstrated ability to remain calm and work with a professional demeanor while working under pressure.
• Demonstrated ability to work independently, with strong initiative, research and problem‑solving skills.
• Excellent computer skills including expertise in the use of the MS Suite; software database systems and custom software such as Banner and website maintenance software, such as Wordpress.

Education And Experience

• Completion of a three‑year university degree.
• A minimum of 4 years of related academic administrative and student support experience, including one year of graduate administration and advising experience in a university 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.

Health and Safety Requirements

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.