Administrative Assistant to Deans

Location:

Guelph, ON, CA, N1G 2W1

Primary Category Page:
Staff and Management

Division:
College of Social and Applied Human Sciences

Requisition

Department: CSAHS-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 09/01/2026 to 08/31/2027

Temporary Absence of the Regular Incumbent

Reporting to the Manager, Administration & Operations, the Administrative Assistant to the Deans provides comprehensive administrative support to the Dean, Associate Dean Academic (ADA), and Associate Dean Research & Graduate Studies (ADRGS) within the College of Social and Applied Human Sciences. As a member of the Dean's Office team, the incumbent serves as a key point of contact for faculty, staff, students, and external stakeholders and provides executive-level administrative support in a fast-paced and highly confidential environment.

The role is responsible for coordinating executive schedules and meetings, supporting faculty administration and academic planning processes, administering academic integrity procedures, assisting with payroll and financial activities, and contributing to the efficient operation of the Dean's Office. The incumbent exercises a high degree of professionalism, discretion, judgment, and initiative while balancing multiple priorities and competing deadlines.

Executive and Administrative Support to the Deans

• Provide administrative support to the Dean, ADA, and ADRGS, including complex calendar management, meeting coordination, travel arrangements, and scheduling.
• Coordinate Dean's Council, Chairs/Associate Directors meetings, and other committee meetings, including preparation of agendas, meeting materials, minutes, and follow-up actions.
• Draft, format, and distribute correspondence, reports, memos, presentations, and other communications on behalf of the Dean's Office.
• Facilitate approvals and signatures for academic, administrative, and faculty-related documents.
• Assist the Dean and Associate Deans with expense claims and financial documentation in accordance with University policies and procedures.
• Monitor and respond to inquiries received through Dean's Office email accounts and serve as the first point of contact for students, faculty, staff, and visitors.
• Conduct research, information gathering, and data collection to support reports, presentations, strategic planning activities, and decision-making.

Academic Misconduct Administration

• Support the Associate Dean Academic in coordinating academic misconduct investigations and related administrative processes.
• Serve as an initial point of contact for students involved in academic misconduct matters, providing procedural information and directing inquiries appropriately.
• Maintain confidential records and documentation related to academic misconduct cases.
• Prepare and maintain statistical reports and annual reporting requirements related to academic integrity.
• Monitor relevant academic policies, procedures, and university regulations to ensure administrative compliance.

Faculty Administration and Academic Planning Support

• Support tenure and promotion processes, including scheduling meetings, preparing documentation, coordinating external assessor communications, maintaining records, and supporting committee activities.
• Administer and support Uni Web activities including account creation, database maintenance, and technical assistance for faculty users.
• Assist with faculty administration processes including adjunct appointments, workload approvals, leaves, salary letters, teaching requests, and external remuneration requests.
• Support curriculum planning cycles by tracking deadlines, maintaining records, preparing materials, and communicating with departments.
• Compile information, generate reports, and assist with faculty, sessional, and graduate student data tracking and analysis.

Dean's Office Operations

• Serve as the primary front-line contact for visitors, students, faculty, and staff contacting the Dean's Office.
• Coordinate room bookings, hospitality arrangements, office supplies, mail distribution, and facility service requests.
• Support efficient operation of the Dean's Office by establishing priorities, maintaining records, and coordinating workflows.
• Support special projects, process improvements, and administrative initiatives within the College.
• Maintain and support automated workflows and digital processes using Microsoft Forms, SharePoint, Power BI, and related tools.
• Process and maintain payroll and time reporting information for Dean's Office staff using University systems.
• Track vacations, leaves, and staff absences while helping ensure operational coverage requirements are met.
• Perform financial tasks such as journal entries, purchase orders, reconciliations, expense processing, and maintaining financial records.
• Act as a backup resource for payroll and administrative…