Administrative Assistant to the Associate Dean, Academic

Department: Arts-Office of the Dean
This position is covered by the Collective Agreement with the Ontario Secondary School Teachers' Federation District 35 - Technician/Administrative/Research/Agricultural

Temporary full-time from 08/18/2025 to 06/29/2026 
Temporary Absence of the Regular Incumbent

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. 
Career Opportunities (sapsf.com)

General Purpose

The College of Arts is home to over 100 faculty across five academic units, with strengths in areas such as Digital Humanities, Improvisation Studies, Creative Writing, Studio Art, Languages, Literature, Art History, Music, Theatre, Scottish Studies, Rural and European Studies, History, and Philosophy. The College offers the Bachelor of Arts (BA), the Bachelor of Creative Arts, Health and Wellness (BCAHW), and the Bachelor of Arts and Science (BAS), with majors spanning the arts, humanities, social sciences, and sciences.

Reporting to the Associate Dean Academic, the Administrative Assistant provides key support to the Associate Dean and to the BA, BCAHW, and BAS degree programs, including their program counselling offices. The role also supports the Chair of the College of Arts Awards Committee in administering undergraduate student awards.

Duties and Responsibilities

The Administrative Assistant works closely with the Associate Dean to coordinate academic processes such as course and calendar changes, academic misconduct cases, and program committee operations. The role supports all aspects of student awards, including award terms, promotion, applications, adjudications, record keeping, and event coordination. The position also includes calendar management, records handling, and administrative functions that ensure the smooth operation of the Associate Dean’s office and the BA, BCAHW, and BAS counselling offices.

Responsibilities include financial tracking, processing payments, payroll time reporting, organizing mail, maintaining shared records, and providing front reception for the office. This position requires a high level of professionalism, attention to detail, and the ability to manage multiple priorities in a busy academic environment.

Requirements 

• Completion of at least one (1) year of post-secondary education in Office Administration; a two-year diploma in Business Administration is preferred
• A minimum of one (1) year of administrative experience, or an equivalent combination of education and experience
• Experience working in a university environment is an asset, particularly within arts and humanities contexts
• Proficiency with Microsoft Office 365 (Outlook, Word, Excel, Teams); familiarity with institutional systems related to academic program management, student services, and human resources is preferred
• Strong verbal and written communication skills
• Ability to work independently while also contributing effectively to a collaborative team environment
• Demonstrated commitment to equity, accessibility, and respectful engagement with colleagues, students, and faculty
• Strong organizational skills, sound judgment, and the ability to manage multiple tasks and deadlines in a fast-paced environment
• Initiative and problem-solving skills to identify issues, gather relevant information, and support timely decisions
• Ability to interpret and apply policies and procedures related to academic programs, human resources, and student awards, preferably within a post-secondary setting

Employee Type: Regular  
Position Number: 10546001   
Classification: OSSTF/TARA, District 35 Salary: Band 4      
OSSTF/TARA Wage Grid

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 06/23/2025 
Close Date: 07/07/2025