Administrative Assistant to the Associate Dean Academic

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Office, Clerical and Technical
Ontario Secondary School Teachers’ Federation District 35- Technician/Administrative/Research/Agricultural

Administrative Assistant to the Associate Dean Academic

College of Arts

Hiring #: 2021-0625

Please read the Application Instructions before applying

The College of Arts is home to over 100 faculty in five academic units engaging in cutting edge teaching, research, and creative activity in fields such as Digital Humanities, Improvisation Studies, Creative Writing, as well as Studio Art, Languages, Literature, Art History, Music, Theatre, Scottish, Rural and European Studies, History, and Philosophy. The College is home to the Bachelor of Arts (BA) with majors that span the arts, social sciences, and humanities and the Bachelor of Arts and Science (BAS) with specializations within the arts, social sciences, and sciences.

Reporting to the Associate Dean Academic for the College of Arts, the Administrative Assistant provides vital administrative support for the Associate Dean Academic, the BA and BAS degree programs, and the BA and BAS program counselling offices. This position also assistants the Chair of the College of Arts awards committee with the administration of awards for arts students. The Administrative Assistant uses expertise and organizational knowledge and skills to respond to issues and identify solutions as they arise in addition to anticipating needs and taking initiative to optimize the smooth operation of the BA/BAS Counselling Offices.

The Administrative Assistant will work closely with the Associate Dean Academic to support the BA Program Committee and the BA programs with undergraduate calendar changes, course changes, cases of academic misconduct, and awards administration. Awards administration includes coordinating awards terms and conditions, promotion of awards, awards applications and selections, awards files and databases, and planning of awards events. The Administrative Assistant also provides direct support for the Associate Dean Academic to respond to requests and inquiries, scheduling of their calendar, maintaining confidential files and records, and general office administration for the BA and BAS Counselling Office. General office administrative includes monitoring financial accounts, processing payments, payroll time reporting and data entry, organizing mail, and providing front reception of the office.

Requirements of this position include:

  • While a variety of combinations of education and experience are valued, the minimum requirements are one (1) year of community college in Office Administration (two-year community college degree in Business Administration is preferred) and a minimum of one (1) year of previous experience providing administrative support, or an equivalent combination of education and experience;
  • Experience providing administrative support coordination in a University environment and within an arts and humanities discipline would be an asset.
  • Proficiency using Microsoft Office 365 is required and experience with a wide variety of institutional software packages that support academic program management, student services, and human resource administration is preferred;
  • Proven ability to excel within a small working group and act as an effective team member of a large and diverse organization;
  • Excellent verbal and written communication skills;
  • Demonstrated ability to interface with coworkers and University stakeholders in an equitable and accessible manner to contribute to a culture of inclusion and respect;
  • Excellent personal judgment, organizational skills, and problem-solving ability in order to multitask and prioritize duties while dealing with interruptions and competing deadlines;
  • Ability to take initiative to pro-actively identify potential problems or outstanding tasks, prepare required supporting information, and make recommendations so that tasks can be completed, or decisions can be made efficiently and effectively;
  • Ability to interpret and administer policies and procedures, preferably in a post-secondary environment, in a wide variety of functional areas such as: academic programs, human resources, and student awards.

Position Number         546-001
Classification               OSSTF/TARA, District 35 Salary Band 4
Salary Range              $23.84 Minimum
$26.63 Normal Hiring Limit
$32.23 Job Rate

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: 2021 11 22  
Closing Date: 2021 12 03