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Office and Undergraduate Administrator

Carleton University

Ottawa

On-site

CAD 71,000 - 79,000

Full time

10 days ago

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Job summary

Carleton University seeks an Office and Undergraduate Administrator for the Mechatronics program. This full-time term position requires a university degree and extensive administrative experience. The role supports daily operations, ensuring efficient administration and excellent communication within the engineering faculty.

Benefits

Work in a dynamic, educational environment
Opportunity to engage in community projects

Qualifications

  • Knowledge of University structure and regulations essential.
  • 5 years of experience in an administrative capacity preferred.
  • Ability to maintain confidentiality and handle sensitive information.

Responsibilities

  • Support administrative activities of the Bachelor of Engineering in Mechatronics program.
  • Ensure smooth operations and contribute to program success.
  • Interact professionally with students, faculty, and staff.

Skills

Interpersonal skills
Attention to detail
Communication skills
Customer service orientation

Education

University Degree
STEM related degree preferred

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: J0425-0177

Job Title: Office and Undergraduate Administrator

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): 26/06/2025

Closing Date (dd/mm/yyyy): 07/07/2025

Salary (with Salary Rate): 71,745.00 - 78,424.00/Year

Assignment Duration From: 16/06/2025

Assignment Duration To: 14/04/2028

Employee Group: CUPE 2424

Salary Level: 8PE

Hours Per Week: 35

Date Position Available: 16/06/2025

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 Director, Mechatronics Program, the Office and Undergraduate Administrator will support the administrative and daily operational activities of the Bachelor of Engineering in Mechatronics program. This program is taught collaboratively by the Departments of Mechanical and Aerospace Engineering, Electronics, and Systems and Computer Engineering within the Faculty of Engineering and Design (FED). The incumbent reports to the Mechatronics program Director and acts as a key resource for students, faculty, and staff, ensuring smooth operations and contributing to the program's success through efficient administration, event coordination, and communications.

Qualifications

The incumbent must possess the following qualifications:

  • It is essential that the incumbent has knowledge of the University structure and regulations particularly pertaining to the Faculty of Engineering and Design. Given the number of competing demands for time and effort, the setting of work priorities is vital. The incumbent must be resilient, flexible, and adaptable to changing needs and responsibilities in a dynamic work environment and be able to work under pressure. The ability to handle sensitive information with care and maintain strict confidentiality in all professional matters is of utmost importance.
  • The incumbent is expected to work independently, to plan, initiate, coordinate, and make decisions relating to the many different tasks. Strong work ethic, reliability, good judgment, diplomacy and interpersonal skills (a positive, approachable attitude with a customer service orientation) are key factors in this position because the incumbent must interact professionally and effectively with a large spectrum of people. Strong verbal and written communication skills (the incumbent must compose correspondence, compile reports with minimum supervision and high accuracy) with the ability to interact professionally and clearly with students, faculty, and staff are required. Sound judgment and being a team-player is required to effectively communicate with all levels of internal and external contacts, and to comply with academic regulations and policies.
  • Provision of accurate and relevant information to students, faculty members and supervisors is crucial, as is personal initiative, reliability, accuracy and attention to detail. The incumbent is expected to identify issues and implement solutions quickly and effectively, especially in high-pressure and/or unexpected situations.

Education And Experience

The above is normally acquired through the completion of:

  • The completion of a university degree is required.
  • A preference will be given to candidates with a STEM related degree or a related discipline as well as training in the administrative field.
  • Five years of experience in an office administrative capacity, preferably working with students and/or front-line public or client relations in progressively more responsible positions.
  • Experience to include undergraduate administration.
  • Experience with the planning and coordination of a variety of events is considered an asset.

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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