Administrative Assistant

To display this page you need a browser with JavaScript support. Career Development Assignment (CDA) 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: J0826-0215 Job Title: Administrative Assistant Job Type: Career Development Assignment (CDA) Department: Office of the Dean of Engineering and Design Job Category: Administrative Number of Positions: 1 Date Posted (dd/mm/yyyy): 26/08/2026 Closing Date (dd/mm/yyyy): 03/09/2026 Salary (with Salary Rate): 66,488.00 - 72,613.00/Year Assignment Duration From: 04/09/2026 Assignment Duration To: 31/08/2027 Employee Group: CUPE 2424 Salary Level: 7PE Hours Per Week: 35 Date Position Available: 04/09/2026 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 Working under the guidance of the Manager, Academic Support Operations and under the general direction of the Dean, the Administrative Assistant performs a variety of administrative duties within the Office of the Dean to ensure its smooth operation. This requires accuracy in general administration and communication matters, precision in completing special projects, initiative, discretion, tact, good judgement and confidentiality in dealing with a variety of requests and visits from faculty, staff, students, university management and senior officials, internal and external. Attention to detail and timely response are imperative. The incumbent provides support to the Manager in tenure and promotion process by corresponding with candidates’ external referees; monitoring candidates’ online submissions and conveying anomalies to the attention of the Manager; drafting summaries of candidates’ dossiers. The incumbent gathers and processes data to complete various reports, requested by the Council of Ontario Deans of Engineering, the National Council of Deans of Engineering and Applied Science, Professional Engineers Ontario, and Engineers Canada. This includes liaising with OIRP, Co-op, CORIS and other departments to gather required data. The incumbent responds to all front counter inquiries and directs individuals to the appropriate staff member or office; answers and directs telephone inquiries; distributes mail and deliveries received in the Dean’s office. The incumbent assists with special projects and/ or assignments related to the Dean’s office as required, monitors and updates various contact lists; assists with the operational needs of the office and performs other administrative duties in the absence of administrative staff. Qualifications The incumbent must possess the following qualifications: Excellent organizational skills; Up-to-date knowledge of University and administrative policies Ability to meet and deal with people at the highest level; Ability to handle confidential information; Ability to work to deadlines, establish priorities, and work effectively with limited supervision. Thorough knowledge of secretarial/clerical and general office procedures. Excellent written and verbal communication skills, attention to detail, and accurate record keeping skills are essential. Must have a wide base of general knowledge. Must exercise tact, maturity and discretion. Must have excellent interpersonal skills and must be able to adapt effectively in a changing environment. Strong team membership and participation skills The incumbent is required to organize certain administrative processes and filing systems, compose and type memoranda and correspondence. The incumbent must have strong computer skills, including Windows, Word, Outlook, Adobe, Access, Excel and Banner. Education And Experience The above is normally acquired through the completion of: Completion of three years of post-secondary education. Three years of related administrative experience, preferably in an academic 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. View complete position description View Disclaimer You must login first before attempting to apply for any postion. Please confirm that you have updated your candidate profile, if you are a returning applicant. Please note your profile includes important screening information.

Provides comprehensive administrative support to the Office of the Dean, including managing front-counter inquiries and coordinating the tenure and promotion process. Responsible for gathering data for external engineering councils and performing general office operations.

Requires completion of three years of post-secondary education and three years of related administrative experience, preferably in academia. Must possess strong computer proficiency in Microsoft Office and Banner, along with excellent organizational and communication skills.

• Gestion du tempsSouhaitée
• AdobeSouhaitée
• Travail d’équipeSouhaitée
• written communicationSouhaitée
• interpersonal skillsSouhaitée
• Microsoft ExcelSouhaitée
• record keepingSouhaitée
• WindowsSouhaitée
• Microsoft WordSouhaitée
• Microsoft OutlookSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Organizational Skills
• Administrative Policies
• Confidentiality
• Written Communication
• Verbal Communication
• Interpersonal Skills
• Record Keeping
• Windows
• Word
• Outlook
• Adobe
• Access
• Excel
• Banner
• Time Management
• Teamwork

• Administrative
• Education

Formation minimale

Diplôme collégial

Expérience minimale

2+ ans

Postuler avant le

25 sept. 2026

Langue de l’offre

anglais

Heures de travail

35 heures par semaine

Niveau d’expérience

Entry level