Department Assistant

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Job

Requisition  Type:

Full time Employee Group:

Staff Job Category:

Administrative Support

Employment Type:

Temporary Department:

Faculty of Engineering
- Mechanical and Mechatronics Engineering
- Administrative Support Hiring Range:$47,210.94 - $59,013.67

Posting Information:

This posting is for an existing vacancy.

Term: 1 year

This position is being offered as a Secondment or contract opportunity.

The internal posting deadline for this position is October 29, 2026, at 11:59PM.

Job Description:

Primary Purpose The Department Assistant provides a wide range of administrative and operational support to facilitate the day-to-day operations of the Department of Mechanical and Mechatronics Engineering (MME). This position helps to create and maintain a positive student-centered and service-oriented environment in MME.Key Accountabiliti es Clerical and Administrative Support for the General Operation of the Department Acts as receptionist by responding to diverse general questions independently, promptly and courteously by way of telephone, email and office visits

Determines the nature of needs and directs individuals to the appropriate staff member, office, or resource department based on a thorough knowledge of the department and the University Facilitates the daily operation of the department printer and photocopier, including trouble-shooting and processing requests for repair, monitoring supply of paper, toner, or other supplies, and replenishes as necessary

Maintains office and coffee supplies for the department, faculty and staff

Coordinates both incoming and outgoing mail services for the department

Assists with the issuing, returning, and tracking of keys Coordinates copying, faxing, scanning, etc. of course materials, exams and other printed materials

Submits and ensures confidentiality of print orders for course materials, mid-terms or exams

Maintains department directory of faculty and staff listings

Maintains records of department and teaching expenditures for supplies and copying

Arranges parking passes for MME visitors through Parking Services Meeting and Event Support Schedules bookings for all MME meeting/seminar rooms and equipment and ensures all equipment (laptop, data projectors, laser pointers) are returned

Coordinates logistical arrangements for department special events, conferences, seminars, guest lectures, industry and senior leadership partners; including scheduling, catering; preparing and disseminating agenda packages or other materials

Transcribes and circulates meeting minutes as required

Web/Digital Maintenance Updates MME website events, department news, webpages, contact details, etc.

Creates and manages announcements and advertisements displayed on department monitors

Physical Resource Maintenance Submits maintenance, custodial and other service requests to Plant Operations Informs Plant Operations of emergencies (e.g. spills, floods, etc.) that require immediate attention to ensure these facility issues are handled promptly and appropriately

Other Duties Assists the Administrative Assistant to the Chair with the creation of Sessional appointments; ensures paperwork is completed and signed by the financial account holder, Vice-Dean of Engineering, and the appointee

Processes online applications/documents received for posted faculty…