Graduate Administrator

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: J0626-0240 Job Title: Graduate Administrator Job Type: Career Development Assignment (CDA) Department: Mathematics & Statistics Job Category: Administrative Number of Positions: 1 Date Posted (dd/mm/yyyy): 17/07/2026 Closing Date (dd/mm/yyyy): 27/07/2026 Salary (with Salary Rate): 66,488.00 - 72,613.00/Year Assignment Duration From: 20/07/2026 Assignment Duration To: 30/06/2027 Employee Group: CUPE 2424 Salary Level: 7PE Hours Per Week: 35 Date Position Available: 01/07/2026 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 School Administrator and working with minimum supervision, the incumbent provides general support to the Graduate Director. Responsible for the day-to-day administration of the graduate programs; assists the Graduate Director with the hiring of the teaching assistants (funded graduate and unfunded undergraduate); provides advice to students on administrative and academic matters and registration procedures; processes a variety of documents critical to students’ progress through the program; administers the annual review of the academic audit; monitors students’ academic standing;and assists with awards and scholarship applications. The incumbent responds to student inquiries regarding admissions, prepares admission documentation for the Graduate Director and assists with registration. The incumbent advises special students with regard to regulations and procedures and co-ordinates permission forms. The incumbent provides clerical support for the comprehensive examination process and the final grade reports, including coordinating thesis defence boards, preparation of graduation lists, and verification of graduation eligibility. The incumbent assists and prepares the graduate calendar changes. The incumbent manages an extensive student database, including funding information, academic status, etc., from which a variety of statistical reports are generated. Assists the Graduate Director with the administration of the Institute’s budget accounts; responsible for maintenance of the department’s Graduate Studies website. Qualifications The incumbent must possess the following qualifications: Sound knowledge of all aspects of the graduate program A broad knowledge of general university regulations and procedures is required to function efficiently. Must have the ability to work independently with minimal supervision. Strong organizational skills, exercise sound judgment, and have the ability to set priorities and work under pressure within a deadline-driven environment. Diplomacy and highly developed interpersonal skills are required in the day-to-day contact with faculty, graduate students, FGPA, other departments on campus,peers at the University of Ottawa and the general public. The ability to maintain confidentiality is imperative. Excellent administrative and record-keeping skills as well as strong communication skills, both oral and written are required. The incumbent must keep pace with emerging technologies used in the department. A sound knowledge of administrative procedures, including record keeping, filing and database management are essential. A high degree of attention to detail is required. Education And Experience The above is normally acquired through the completion of: Completion of a two year post-secondary program Five years related experience, preferably 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. 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.

The Graduate Administrator provides general support to the Graduate Director and is responsible for the day-to-day administration of the graduate programs. This includes advising students, processing documents, managing databases, and assisting with budget administration.

Candidates must have a sound knowledge of graduate programs and university regulations, along with strong organizational and interpersonal skills. A two-year post-secondary program and five years of related experience, preferably in a university environment, are required.

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

• Organizational Skills
• Interpersonal Skills
• Communication Skills
• Record Keeping
• Database Management
• Attention to Detail
• Judgment
• Confidentiality
• Administrative Procedures
• Emerging Technologies

• Education
• Administrative

Formation minimale

Diplôme collégial

Expérience minimale

5+ ans

Postuler avant le

16 août 2026

Langue de l’offre

anglais

Heures de travail

35 heures par semaine

Niveau d’expérience

Mid-Senior level