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Job Title: Departmental Administrator

Job Type: Continuing Full Time

Department: Philosophy

Job Category: Administrative

Number of Positions: 1

Date Posted (dd/mm/yyyy): 12/08/2026

Closing Date (dd/mm/yyyy): 19/08/2026

Salary (with Salary Rate): 81,981.00 - 89,671.00/Year

Employee Group: CUPE 2424

Salary Level: 9PE

Hours Per Week: 35

Date Position Available: 01/09/2026

Duties and Responsibilities:

The Department Administrator, working with a minimum of supervision from the Chair, reports and provides support to the Chair in coordinating academic, personnel, and budgetary matters of the Department on a day-to-day basis, according to the operational needs and goals of the department as communicated by the Chair. The Administrator is responsible for the smooth and efficient operation of all administrative and budgetary processes in the department.

The Administrator supervises the Graduate Programs Administrator and other support staff on all administrative issues, and ensures compliance with administrative policy, procedures and regulations of the University. The Administrator oversees the various graduate programs; administers the undergraduate program; oversees the work of the Graduate Programs Administrator in maintaining the department's website and social media channels; coordinates and edits the calendars; plans and administers the timetable; coordinates all Contract Instructors assignments; maintains all personnel files and coordinates the physical space for the department.

The Administrator acts in an advisory capacity to the Chair in all aspects of University regulations and procedures, including both graduate and undergraduate academic program regulations and procedures and departmental administrative matters; represents the Department at administrative meetings within the Faculty and the University; provides advice, guidance and administrative support to faculty, staff and instructors relating to their teaching and research activities.

Qualifications:

The incumbent must possess the following qualifications:
• Ability to relate to and communicate effectively (verbal and written) with academic and administrative personnel and students working or studying at all levels within a post-secondary and research institution;
• Clear understanding of academic administrative and office procedures, including supporting student program development;
• Strong computer skills and knowledge of University software packages, including but not limited to Banner (especially SASSECT for timetabling, PHATIME for leave reporting), DCU (timetabling),WordPress (website) and relevant Microsoft Office Suite software (Word, Excel and Access), as well as F.A.S.T (for managing operating and research budgets);
• Strong interpersonal and problem-solving skills are essential;
• Ability to work with minimal supervision, demonstrating sound judgment, initiative, resourcefulness and reliability;
• Strong supervisory and conflict resolution skills with an emphasis on collaboration and team building;
• Experience supporting undergraduate and graduate students and programs and program development;
• Experience administering departmental operating and research budgets and reconciling of accounts under the principles of sound financial stewardship;
• Possess a good understanding and keep abreast of ongoing changes to the department's and University's general rules, policies and regulations, as outlined in both the annually-revised Undergraduate and Graduate Calendars and the Handbook for New Students, as well as the numerous Collective Agreements governing employee relations.
• Ability to work under pressure and establish priorities for themselves and those they supervise using strong coordination, collaboration and team building skills.
• Ability to recognize the need for change and to develop plans for change where necessary;
• Must have maturity, integrity and be able to use tact, diplomacy, good judgment, sensitivity and discretion in matters of confidentiality or when dealing with students and faculty from varying cultural and academic backgrounds.

Education and Experience:

The above is normally acquired through the completion of:
• Completion of a three year University degree preferably in a related field.
• Five years of relevant and progressively responsible operational and academic administrative experience. Experience in supervising full and/or part-time staff would be considered an asset. Equivalencies of education and experience may be considered.

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.

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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