Graduate Assistant

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

Job summary

A leading Canadian university is seeking a Graduate Assistant to provide comprehensive administrative support for its Engineering Practice graduate program. The successful candidate will coordinate admissions, guide current students, and support scholarship processes. The role requires strong organizational skills, intercultural communication abilities, and a bachelor's degree, preferably in STEM. The position offers a full-time term contract with a competitive salary and opportunities for professional growth.

Qualifications

• Strong preference for a degree in STEM.
• Minimum of four years of administrative experience with academic units.
• Experience in an international student support role is an asset.

Responsibilities

• Administer the Engineering Practice graduate program and act as primary contact for students.
• Coordinate the graduate admissions process and maintain application records.
• Provide guidance on course registration, academic policies, and requirements.

Skills

Intercultural communication

Strong interpersonal skills

Organizational skills

Database software proficiency

Word processing skills

Education

Bachelor's degree, preferably in STEM

Job description

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.

Internal “unionized” candidates with priority status will be given first consideration. Please note: Carleton University encourages applications from all qualified candidates.

Job Details

Job Number: J1225-0043

Job Title: Graduate Assistant

Job Type: Term Full Time

Department: Office of the Dean of Engineering and Design

Job Category: Administrative

Number of Positions: 1

Date Posted (dd/mm/yyyy): 12/12/2025

Closing Date (dd/mm/yyyy): 22/12/2025

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

Assignment Duration From: 05/01/2026

Assignment Duration To: 28/04/2028

Employee Group: CUPE 2424

Salary Level: 7PE

Hours Per Week: 35

Date Position Available: 05/01/2026

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 Manager, Master of Engineering Practice Program, the Graduate Assistant plays a central role in the administration of the Engineering Practice graduate program. This position serves as the primary point of contact for prospective and current students, providing comprehensive support throughout the student lifecycle—from application and admission through to graduation.

The incumbent is responsible for coordinating the graduate admissions process, including advising applicants, reviewing applications, calculating CGPAs, and ensuring all documentation is complete and compliant with university policies. They coordinate admission decisions with the EP Director and the EP Manager and Graduate Studies, maintain application records, and generate reports to support program planning and growth.

For in‑program students, the Graduate Assistant provides guidance on course registration, academic policies, and program requirements. They monitor academic standing, coordinate student records and audits, and ensure timely communication of academic progress and necessary actions. The role also includes coordinating student awards and scholarships, from verifying eligibility to submitting nominations, and administering the graduation process across all academic terms.

In addition to academic and administrative responsibilities, the Graduate Assistant supports the daily operations of the Engineering Practice Program, provides general administrative assistance, and acts as a backup to the Program Administrator when needed. The role requires accuracy, discretion, and knowledge of university systems and procedures, as well as strong communication and organizational skills to support students and faculty effectively.

Qualifications

• The incumbent must be well‑versed in intercultural communication, as they will be working closely with a diverse group of international students. Strong interpersonal skills, empathy, and cultural awareness are essential to support students effectively and foster an inclusive environment.
• The incumbent must have a thorough knowledge of database software and word‑processing skills. It is essential that the incumbent have knowledge of the University structure and regulations, particularly pertaining to the Faculty of Engineering and Design and Graduate Studies. Given the number of competing demands for time and effort, the setting of work priorities is vital. The incumbent must be resilient, flexible, and able to work under pressure.
• The incumbent is expected to work independently, to plan, initiate, coordinate and make decisions relating to the many different tasks required. The incumbent must compile reports, prepare statistics, compose correspondence, and advise with accuracy. Good judgment, diplomacy and interpersonal skills are key factors in this position because the incumbent must interact effectively with a large spectrum of people. Sound judgment is required to effectively communicate with all levels of internal and external contacts, and to enforce academic regulations and policies. Organizational skills are important in order to meet deadlines.

Education and Experience

• Completion of a Bachelor’s degree, strong preference for a degree in STEM.
• A minimum of four years of administrative experience.
• Experience must include at least one year in a post‑secondary academic unit. Proven experience in an international student support role an asset.
• Experience as a graduate administrator is an asset.

HR Note

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. 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.