Departmental Assistant - Temporary​/AppD Replacement

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Fanshawe College thrives because of its people. We foster a culture of excellence and see opportunities to turn potential into impact. Leading with empathy, belonging, unity, learning and courage, we guide the learning journey of our students, ensuring they are ready for work and life, today and tomorrow.

Working at Fanshawe College Fanshawe College is committed to the principles of hybrid work and may offer this option to employees whose work can be performed in an alternate location, without adverse impact to the operations of the College, inclusive of our Student and Staff experience. Confirmation of hybrid work options available to you will be clarified upon hire and may be subject to change based on the duties required of your position.

Successful candidates will be required to perform work within Ontario and must be available to work on campus, as required.

Posting Closing Date:

August 3, 2026

Campus

Location:

London, ON Department:

FTY1 Faculty of Science, Trades, Technology, and Design Employment Group:

Support Pay Details:$29.83 Hourly Worker Sub-Type:

Fixed term (Fixed Term)
Time Type:

Full time Remote Type:

In-Person Contract End Date:

November 12, 2027

Hours of Work per Week:35

Job Description:

Note:

This is for 1 Regular Full-Time temporary vacancy until November 12, 2027. This position is a daily on campus in-person work schedule. This position is deemed a critical replacement vacancy.

Why this Role is Important Reporting to the Department Leader, the Assistant plays a key role in supporting the day-to-day administrative operations of an academic or service department. As a front-line support position, the Assistant provides clerical and customer service support to faculty, staff, and students, and ensures that departmental processes are executed efficiently and according to standard procedures. This role is often the first point of contact for students and external guests, requiring strong interpersonal and organizational skills.

How You’ll Make an Impact Front-Line Support & Reception Act as the first point of contact for students, faculty, staff, and visitors, providing friendly and professional service in person, by phone, and via email

Respond to general inquiries, provide information on departmental services, and direct individuals to the appropriate resources or personnel

Maintain a welcoming reception area and ensure that visitors are greeted and supported appropriately

Triage and escalate inquiries when necessary, using sound judgment and established procedures

Clerical Support & Data Entry Prepare basic administrative documents, including forms, notices, sign-up sheets, and routine correspondence, while also handling the pickup and delivery of materials throughout the College as needed

Input and update data into institutional systems (e.g., student information systems, scheduling platforms) with a high degree of accuracy

Assist with tasks related to course scheduling, room bookings, or exam coordination in collaboration with faculty or administrative colleagues

Support document formatting, photocopying, scanning, and printing tasks

May be responsible for managing invoices, ensuring accurate financial tracking, and notify the Manager/Director of abnormalities

Supplies & Equipment Coordination Monitor inventory levels and maintain adequate supplies of office materials

Place orders for office or instructional supplies using approved purchasing procedures

Track supply usage and delivery timelines; follow up with vendors or purchasing teams as needed

Submit service requests for office equipment maintenance (e.g., printers, copiers) and ensure timely resolution

Recordkeeping & Filing Maintain organized filing systems (electronic and paper) for departmental records, correspondence, and student-related documents

Ensure documents are filed in accordance with privacy regulations and institutional policies

Perform photocopying, scanning, and archiving duties as required to support operational efficiency

Assist in preparing records for audits, reviews, or departmental reporting

Track compliance records, including WHMIS training documentation, ensuring all faculty and staff meet regulatory requirements

Team Support & Coordination Provide general administrative assistance to department faculty and staff, including scheduling support, room setup, or distributing materials

Assist with the coordination and logistics of department meetings, workshops, or small events

Take and circulate meeting notes when requested

Participate in departmental projects or initiatives by completing assigned clerical tasks

What You'll Bring Post-secondary 2 year diploma or equivalent in office administration, business administration, or a related field

Minimum 2 years of relevant administrative or clerical experience in an office or customer service environment

Experience…