Administrative Assistant - Jobs in Ottawa

Job Description

Duties and Responsibilities: Under the Supervision of the Departmental Administrator, the Administrative Assistant is responsible for ensuring the efficient operation of the day-to-day ‘business’ of the Department’s main office and the delivery of a high level of responsiveness to inquiries from student, staff, faculty and the general public. The Administrative Assistant is responsible for administrative, academic and general office assistance such as: general reception; sorting/forwarding mail; answering the telephone; assisting faculty with courier services, photocopying and word processing; receiving/giving out student essays, exams and assignments, and scheduling room bookings. The Administrative Assistant will assist all other positions in the Department on a variety of projects and administrative tasks. Specifically, providing academic administrative and logistical support to the Undergraduate Administrator and the Graduate Administrator. Qualifications:The incumbent must possess the following qualifications:Strong knowledge of administrative and office practices, as well as academic administrative procedures and policies, to support the office, department, Undergraduate and Graduate Administrators, faculty, and student inquiries. Excellent interpersonal and communication skills, with the ability to deal effectively and tactfully with faculty, students, staff, and the public. Exceptional organization, resourcefulness, initiative, and time management skills to handle tight deadlines and multiple demands. High level of accuracy and attention to detail, along with the ability to work independently. Proficiency in current office software applications (MS Word, Excel, Outlook, WordPress) and knowledge of Carleton-specific applications (Banner, E-Shop). Sound judgment in resolving day-to-day problems and the ability to alert potential issues to the appropriate person. Flexibility, willingness, and ability to collaborate with colleagues, along with adaptability to changing environments.Education and Experience:The above is normally acquired through the completion of:Completion of two years post-secondary education. Three years of relevant front-line customer service and administrative experience, preferably including one year 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.