Admissions Assistant

Carleton University

  • Ottawa, ON
  • Permanent
  • Full-time
  • 6 days ago
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:J0825-0200Job Title:Admissions AssistantJob Type:Career Development Assignment (CDA)Department:Admissions ServicesJob Category:AdministrativeNumber of Positions:1Date Posted (dd/mm/yyyy):28/08/2025Closing Date (dd/mm/yyyy):07/09/2025Salary (with Salary Rate):66,488.00 - 72,613.00/YearAssignment Duration From:13/10/2025Assignment Duration To:09/10/2026Employee Group:CUPE 2424Salary Level:7PEHours Per Week:35Date Position Available:13/10/2025About Carleton UniversityCarleton 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 is an ambitious vision for the future, anchored in Carleton's strengths and student-centric, community-engaged values.Duties and Responsibilities:Reporting to the Assistant Director, and the Senior Admissions Assistant, this is one of four positions that carry out the preliminary evaluation of applicant files and the initial preparation of data, documents and hard-copy student files in support of the undergraduate application process.The tasks include carrying out the preliminary evaluation of applicant files; the receipt and processing of data from the Ontario Universities Application Centre; the sorting and processing of over 40,000 documents received in support of the application process; the production of applicant acknowledgement letters and offers of admission; monitoring the collation and mailing of all acknowledgement packages and offers.The incumbent coordinates key information processes which include: scanning, importing and indexing of prospective student application materials and supporting documents; as well as entering test scores and other documents in the Student Information System.Other duties include responding to inquiries from students, other offices and the public regarding general admission requirements, document receipt, admission packages and registration procedures.Qualifications:The incumbent must possess the following qualifications:
  • Sound knowledge of academic regulations and policies
  • Excellent organization skills with the ability to multi-task, to determine priorities, and to work under pressure to meet deadlines
  • Exercise judgment, resourcefulness and initiative in daily problem solving
  • Strong computer skills with an in-depth knowledge of all current software that supports the student record database. A good working knowledge of Microsoft applications (e.g. Word, Excel)
  • Demonstrated experience working with electronic data records
  • Adaptive to changing environments
  • Effective team member
  • Exceptional attention to detail/accuracy
  • Good interpersonal skills as well as written and verbal communication skills
  • Knowledge of the Banner software program or other student information system an asset
Education and Experience:The above is normally acquired through the completion of:
  • Two (2) year post-secondary program
  • Minimum five (5) years related experience
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 RequirementsThis 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.You must 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.

Carleton University