Graduate Services Officer

Carleton University; Ottawa; On-site; CAD 79,000 - 88,000; Full time

Job summary

Carleton University seeks a Graduate Services Officer for a full-time position in the Office of Graduate Studies. The role involves overseeing student records, advising students and staff, and maintaining data accuracy. Ideal candidates will possess strong customer service skills and extensive knowledge of university policies, with a commitment to fostering a diverse and inclusive environment.

Qualifications

• Thorough knowledge of University policies required.
• Experience in financial aid administration preferred.
• Ability to handle multiple tasks and work as a team.

Responsibilities

• Administer student records from admission to graduation.
• Provide advice on academic issues to students and staff.
• Maintain accurate electronic and paper files.

Skills

Customer service

Communication

Interpersonal skills

Problem-solving

Organizational skills

Education

Four (4) years post secondary education

Five (5) years experience in student services

Tools

Student Information system (BANNER)

Financial award system (UGAFA)

Job description

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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: J0525-0283

Job Title: Graduate Services Officer

Job Type: Continuing Full Time

Department: Office of Graduate Studies

Job Category: Administrative

Number of Positions: 1

Date Posted (dd/mm/yyyy): 04/06/2025

Closing Date (dd/mm/yyyy): 11/06/2025

Salary (with Salary Rate): 79,593.00 - 87,059.00/Year

Employee Group: CUPE 2424

Salary Level: 9PE

Hours Per Week: 35

Date Position Available: 01/09/2025

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 Assistant Graduate Registrar or their delegate, the Graduate Services Officer administers and facilitates all aspects of the student record beginning with the offer of admission and financial awards through to completion and graduation from the academic program. The incumbent is responsible for determining the admissibility of student applicants. The incumbent works within a team to perform day–to-day functional and operational requirements pertaining to all aspects of the student’s academic and funding record.

The incumbent is responsible for providing advice on student academic and awards related issues including policies, procedures and regulations governing graduate students, to prospective and in program students, as well as, academic and administrative staff. The incumbent reviews student eligibility, approves exchange registrations, processes admissions and funding offers, program continuation, program revisions, changes of grades, student registration, removal of conditions, monitors and maintains the accuracy of student status, thesis administration, academic audits and graduation.

The incumbent maintains a comprehensive working knowledge of university policies; the Collective Agreements (CUPE Local 4600 Unit 1 and 2), provincial (MTCU) and federal granting council regulations. Continuous contact with academic departments, HR and Payroll, Student Accounts Receivable, ISSO, Carleton International, OIRP and other departments on campus is essential.

The incumbent is responsible for the update of all paper and electronic files regarding the outcome of the above activities in a timely manner with the goal of meeting the University schedules on time and with a high level of accuracy.

Qualifications

The incumbent must possess the following qualifications:

• Must possess a thorough knowledge of University and Faculty policies, regulations, and procedures, current, past, and new
• Experience in customer service, financial award administration and basic business/Accounting practices preferred
• A conceptual knowledge of Student Information system (BANNER) and financial award system (UGAFA) is preferred, to allow the incumbent to become productive as quickly as possible in a complicated, high volume work environment
• Incumbent must be a strong team player and have the ability to handle multiple tasks simultaneously while providing mutual support to colleagues
• Must complete the required tasks with highly developed communication, interpersonal and problem-solving skills as well as tact, diplomacy, empathy, discretion, cultural sensitivity and a high level of professionalism.
• Incumbent must be able to complete work accurately and be attentive to detail, within critical time schedules and twice monthly deadlines for payments of employment wages, scholarships/awards established by HR-Payroll and Student Accounts Receivable
• Must possess excellent organizational skills and be able to determine priorities effectively; ability to problem solve and refer students and potential students and to appropriate services and academic units.
• Availability to work overtime as required.
  
  

Education And Experience

The above is normally acquired through the completion of:

• Four (4) years post secondary education, computer skills including word processing, and the student information database
• Five (5) years experience preferably in financial aid, records or a student services post-graduate environment
• Banner/UGAFA familiarity preferred
  
  

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.

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