Dean's Office Administrative Assistant

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Competition Number:

J

Position Title:

Dean's Office Administrative Assistant Position Number (Final):

Vacancy Type:

New Position Employee Group:

Support Staff Job Category:

Administrative Department or Area:

Faculty of Law

Location:

Kingston, Ontario, Canada (On-site)
Salary:$54,799.00 - $66,829.00/Year Grade:06

Hours per Week:35

Job Type:Term Length of term:1 year

Shift: 7 Monday - Friday Number Of Positions:1

Date Posted:

September 18, 2026

Closing Date:

September 27, 2026## COVID 19 On-Campus Requirements Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.##

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Job Summary Reporting to the Executive Assistant and the Dean's Office Manager, the Dean's Office Administrative Assistant provides essential administrative and organizational support to ensure the smooth and efficient operation of the Dean's Office. The incumbent manages the Dean's complex calendar, schedules and coordinates meetings, and balances competing priorities with accuracy, good judgement and efficiency. They coordinate the Dean's travel nationally and internationally and submit the Dean's expense reimbursements.

This position serves as the first point of contact for the Dean's Office, triaging requests for sensitive information, drafting routine correspondence, and directing inquiries as appropriate, including involvement in confidential matters relevant to labour relations. The position supports committee operations, taking minutes, and tracking action items.

Working in a highly visible office, the role requires delivering diplomatic and responsive service to students, staff, faculty, alumni, and visitors, representing the Dean's Office with professionalism and discretion.##

Job Description
*
* KEY RESPONSIBILITIES:

**- Plan, organize and maintain the Dean's calendar, including prioritizing, rearranging and deferring appointments and meetings to accommodate the Dean's numerous commitments.

- Briefs the Dean on daily scheduling commitments; plans and supports the schedule for the Dean to maximize the use of their time during an extended workday.

- Arrange and coordinate all travel and accommodation to national and international destinations in connection with conferences and meetings. Responsible for timely expense claims and travel advances.

- Maintains an effective system to bring forward documents, reports and another annual deliverables in a timely manner, and proofread and edit appropriately.

- Acts as the first point of contact for the Dean's Office and frontline resource and contact person for senior staff.

- Prepares and distributes correspondence, documents, and/or…