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TERM Assignment Carleton University also welcomes applications from continuing employees. If a Continuing employee is the successful candidate, this assignment will be considered a Term Assignment, and 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 a
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: J0726-0145
Job Title: Graduate Programs Administrator
Job Type: Term Full Time
Department: Health Sciences
Job Category: Administrative
Number of Positions: 1
Date Posted (dd/mm/yyyy): 05/08/2026
Closing Date (dd/mm/yyyy): 12/08/2026
Salary (with Salary Rate): 66,488.00 - 72,613.00/Year
Assignment Duration From: 17/08/2026
Assignment Duration To: 13/08/2027
Employee Group: CUPE 2424
Salary Level: 7PE
Hours Per Week: 35
Date Position Available: 20/07/2026
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 Chair and under the supervision of the Departmental Administrator, the Graduate Programs Administrator is responsible for the effective and efficient administration and coordination of Ph.D. and M.Sc. graduate academic programs supporting both students and faculty throughout the academic lifecycle – from recruitment to graduation. The incumbent delivers high-quality administrative and advisory support across admissions, student advising, in program administration, funding and awards, events, and graduation processes while ensuring compliance with University, Faculty, and program regulations.
Working with the Chair, Graduate Chair, and Graduate Program Directors, the position serves as a primary point of contact for prospective and current students, faculty, staff and both internal offices and external partners, and contributes to the smooth operation of the Department and Faculty. The Graduate Administrator provides academic administrative expertise to effectively support faculty and instructors by providing timely advice and updates on any new policies, processes and timelines, assisting in both student academic success and wellness support and contributing to a positive public profile of the graduate programs.
The Graduate Administrator assists with student, faculty, internal and external partner outreach by organizing events, providing proactive and timely information and updates through the appropriate digital channels, such as e-mail, newsletters, website updates and social media posts.
Working in collaborative environment, the Graduate Administrator supports the smooth operations of the Department, by assisting with special projects and providing support to other programs and positions during high-peak periods and absences.
Qualifications The incumbent must possess the following qualifications:
The demonstrated ability to review, interpret and stay current with academic policies, procedures and processes.
In-depth knowledge of the graduate recruitment and admissions processes, with the ability to calculate GPAs, review and interpret transcripts to accurately assess international documentation and transcripts, changing Canadian and international university grading processes and English language requirements.
Experience and knowledge of scholarships, funding and award opportunities to effectively assemble the offer packages and support the current graduate student awards.
Excellent ability to advise students on program mapping, with experience supporting students during program and life changes to ensure academic success and degree completion.
Sound knowledge and experience working with the Graduate Calendar and making recommendations for curriculum changes.
Experience interpreting and working with collective agreements to support TA hiring.
Excellent verbal and written communication skills, with strong presentation skills to effectively participate in recruitment activities, promotion of the department's programs and to interact with the department's faculty, staff and students.
Experience working in a diverse unit with knowledge of cultural competencies.
Effective time management, with excellent organizational and planning skills, with the ability to prioritize in a fast-paced environment, while successfully paying attention to detail.
Demonstrated ability to work independently, with strong initiative, research and problem-solving skills.
Excellent computer skills including expertise in the use of the MS Suite; software database systems and custom software such as Banner and website maintenance software, such as WordPress.
Education And Experience The above is normally acquired through the completion of:
Completion of a three-year university degree.
A minimum of 3 years of related academic administrative and student advising experience.
Experience with graduate administration and advising experience would be considered an asset.
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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