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Please note that the incumbent is required to work overtime; participation at donor events, which are often held in the evenings.

If you are an internal applicant, please make sure to update your current union status in your candidate profile each time you apply for a vacancy. Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.

Job Number: J0624-0050

Job Title: Administrative Assistant

Job Type: Continuing Full Time

Department: University Advancement

Job Category: Fundraising

Number of Positions: 1

Date Posted (dd/mm/yyyy): 06/06/2024

Closing Date (dd/mm/yyyy): 16/06/2024

Salary (with Salary Rate): 55,382.00 - 60,442.00/Year

Assignment Duration From: 10/06/2024

Employee Group: CUPE 2424

Salary Level: 6PE

Hours Per Week: 35

Date Position Available: 10/06/2024

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 and 2024, 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, Advancement Services, the Administrative Assistant is the public face of University Advancement and is responsible for receptionist and other administrative duties for the Department. Under the direction of the Departmental Administrator, the incumbent is also responsible for providing administrative and clerical support for the Department. The incumbent will, from time to time, be involved with special department wide initiatives.


The incumbent must possess the following qualifications:
• Excellent communication skills and interpersonal skills;
• Diplomacy when dealing with the public, and in particular donors, alumni, and volunteers;
• Knowledge of the following: Word, Excel, Access, Banner Advancement, FAST, Outlook,m Sharepoint and Teams as well as HR forms.
• Some knowledge of research methods (print and digital);
• Knowledge of general office practices;
• Attention to detail;
• Strong organizational and administrative skills;
• Solid understanding of online systems;
• Overtime work is required. Participation at donor events, which are often held in the evenings, is required.

Education And Experience

The above is normally acquired through the completion of:
• Completion of secondary school plus at least two-years of post-secondary education.
• Two years of experience involving customer service as well as administrative experience in a donor-focused environment
• Knowledge of Banner and data entry
• Good knowledge of business practices, office organization, and procedures
• Proficient in Word, Excel, Access, Banner, FAST, Outlook, and the internet. Equivalencies will 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. 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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