Institute and Graduate Administrator

Carleton University; Ottawa; On-site; CAD 74,000 - 81,000; Full time

Job summary

Carleton University in Ottawa, Ontario, invites applications for the Institute and Graduate Programs Administrator role within the Institute of Data Science. The position oversees graduate program administration, budgeting, and student-facing processes, reporting to the Director of IDS.

We seek a professional with at least a three-year degree and five years of relevant administrative experience, including graduate program administration, student advising, and coordinating across university

Qualifications

• Three-year university degree or equivalent required.
• Five years of relevant administrative work experience.
• Experience with graduate program administration and student advising.

Responsibilities

• Coordinate the Institute’s academic, administrative, budgetary, and student-facing processes.
• Support graduate students and faculty throughout the graduate lifecycle (recruitment, admissions, registration, funding, events, graduation).
• Serve as primary contact for prospective and current graduate students, faculty, staff, and participating units on graduate program matters.
• Assist with outreach related to IDS graduate programs by organizing events and distributing information via emails, newsletters, website, and social media.

Skills

Office procedures

Budgeting

Communication

Time management

Policy knowledge

Education

Three-year university degree

Accounting concepts (asset)

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: J0926-0174

Job Title: Institute and Graduate Administrator

Job Type: Continuing Full Time

Department: Institute of Data Science

Job Category: Administrative

Number of Positions: 1

Date Posted (dd/mm/yyyy): 22/09/2026

Closing Date (dd/mm/yyyy): 29/09/2026

Salary (with Salary Rate): 73,897.00 - 80,777.00/Year

Employee Group: CUPE 2424

Salary Level: 8PE

Hours Per Week: 35

Date Position Available: 21/09/2026

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, Institute of Data Science, the incumbent is responsible for the effective and efficient administration and coordination of the Institute’s academic, administrative, budgetary, and student-facing processes for the Institute’s graduate programs. The incumbent supports graduate students and faculty throughout the graduate academic lifecycle, including recruitment, admissions, registration, in-program administration, funding and awards, events, and graduation processes, while ensuring compliance with University, Faculty, and Institute regulations.

Working with the Director, Graduate Directors, program leads, faculty, and relevant University offices, the position serves as a primary point of contact for prospective and current graduate students, faculty, staff, and participating units on matters related to graduate program administration, as well as assigned Institute administrative processes including budget, timetabling, and Contract Instructor hiring. The Institute and Graduate Programs Administrator provides academic administrative expertise by offering timely advice and updates on relevant policies, processes, and timelines; supporting graduate student academic success and wellness; and contributing to the effective administration and public profile of the Institute’s graduate programs.

The Institute and Graduate Programs Administrator assists with graduate student, faculty, internal, and external partner outreach related to IDS graduate programs and assigned Institute activities by organizing events and providing proactive, timely information and updates through appropriate digital channels, such as e-mail, newsletters, website updates, and social media posts.

Working in a collaborative environment, the Institute and Graduate Administrator supports the smooth operations of the Institute by assisting with special projects and providing support during high-peak periods and staff absences to other positions and programs, including but not limited to those within the School of Computer Science.

Qualifications

• Must have a thorough knowledge of office procedures, administrative skills, accounting principles, privacy provisions, budget setting, and current office computer software.
• Interacting with staff, faculty, students, and external contacts from varying cultural and academic backgrounds.
• Must have the ability to work under pressure, communicate effectively verbally and in writing, establish daily priorities, recognize the need for process improvement, and develop recommended changes when necessary.
• Must be mature and possess integrity and discretion, especially regarding student, employee, and institutional information.
• De-escalation skills, tact, and diplomacy.
• Thorough knowledge of Institute and University policies and regulations, including the Freedom of Information and Protection of Privacy Act of Ontario.
• Superior time management skills are essential for this position.

Education And Experience

• A three-year university degree or equivalent. Knowledge of current accounting concepts, definitions, rules and regulations, and supervision practices considered an asset.
• Five years of relevant and progressively more responsible administrative work experience. Work experience must demonstrate a sound knowledge of graduate program administration and show direct experience working with students in an advisory capacity in a university environment.

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.