Administrative Assistant

Department: CCMPS-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 07/06/2026 to 07/05/2027

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
Reporting to the Administrative Officer, the Administrative Assistant provides comprehensive administrative and operational support to the CCMPS Dean’s Office. The position supports the effective and efficient functioning of a complex academic environment by coordinating processes, managing communications, maintaining records, and ensuring compliance with University policies and procedures.

The incumbent serves as a first point of contact for a wide range of stakeholders and is responsible for triaging inquiries, supporting governance and administrative processes, and ensuring that activities within the Dean’s Office are delivered accurately, confidentially, and on time.

Duties and Responsibilities

Administrative and Operational Support

• Provides day-to-day administrative support to the Administrative Officer and Dean’s Office leadership
• Manages complex calendars and coordinates meetings with internal and external stakeholders
• Supports governance processes (e.g., scheduling, agendas, minutes)
• Monitors shared inboxes, responds to routine inquiries, and escalates non-routine matters
• Prepares, edits, and formats correspondence and administrative documents
• Coordinates logistics for meetings, events, and visitors
• Maintains records in accordance with privacy, confidentiality, and retention requirements

Human Resources and Faculty Administration

• Assists with tenure, promotion, and faculty review processes
• Supports recruitment and appointment administration, including coordinating interview logistics
• Maintains faculty-related records and documentation (e.g., appointments, leaves, workload forms)
• Ensures accurate processing of documentation in compliance with University procedures and collective agreements
• Maintains confidential personnel files and handles sensitive information appropriately

Coordination and Team Support

• Tracks workflows, deadlines, and action items to support operational continuity
• Assists with cyclical processes and special projects
• Provides backup support to other administrative roles within the Dean’s Office as required

Requirements

• One year of community college in office administration or a related program (undergraduate degree preferred) and a minimum of 18 months of experience working as an administrative assistant, preferably in an academic environment, or an equivalent combination of education and experience
• Advanced proficiency with Microsoft 365 (Excel, Word, SharePoint, Teams, OneDrive, Outlook)
• Familiarity with University-based information systems such as FRS, Concur, and GAW is preferred
• Strong analytical skills with a high degree of accuracy are mandatory
• Strong written communication and document preparation skills
• Excellent organizational, time management, and coordination abilities
• Some knowledge of university policies/procedures, administration, and university divisions and departments, and previous experience or familiarity with the tenure and promotion process is considered an asset
• Demonstrated discretion and judgment in handling confidential information
• Ability to prioritize multiple competing demands in a high-volume environment
• Demonstrated experience supporting senior-level administrative functions and coordinating multi-stakeholder processes 

Employee Type: Temporary  
Position Number: 10927039   
Classification: OSSTF/TARA, District 35 Salary: Band 4      
OSSTF/TARA Wage Grid

*Tentative evaluation; subject to committee review.

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: 06/10/2026 
Close Date: 06/24/2026