Forbes includes U of G Among Canada’s Best Employers
Office, Clerical and Technical
Ontario Secondary School Teachers’ Federation District 35- Technician/Administrative/Research/Agricultural

Administrative Assistant to the Associate Dean Academic

College of Biological Science

Hiring #: 2022-0196

Please read the Application Instructions before applying

The College of Biological Science is home to 100 faculty in three academic units. Reporting to the Associate Dean Academic, the Administrative Assistant plays a critical role in communicating, coordinating and supporting aspects of the undergraduate programs. The incumbent provides scheduling and enrolment management support for all courses in the college as well as managing and administering our student awards programs, providing administrative support to the ADA and the college academic programs, and maintaining vital communication channels within the college. 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 BSc/BOH Counselling Office.

Specific duties include:

• Monitoring student registrations in course offerings and sections in real time
• Adjusting schedules and section offerings to ensure optimal use of classroom spaces and minimize schedule conflicts
• Maintaining databases tracking course offerings and enrolments, etc. over time
• Acting as the CBS liaison with the Registrar’s Office, Student Financial Services, Student Accessibility Services, etc. over course scheduling, room bookings, exam scheduling (including deferred exams and alternate writing locations), accessibility, student awards, etc.
• Supporting the undergraduate programs administratively with the ADA
• Administering the application and review processes for all CBS awards including ensuring the financial accuracy and sustainability of awards in advance of their advertisement
• Coordinating the awards committee process, schedule, etc. and communicating the results as required
• Maintaining awards records for the college
• Providing direct support for the ADA office and the Program Counselling offices: general administrative support, meeting and event scheduling,
• Providing HR support for the unit: payroll and time tracking activities
• Providing financial support for the unit: ordering supplies, approving invoices, reviewing FRS for transaction verifications
• Issuing and managing communications to students and campus constituents on behalf of the ADA and Program Counselling Offices
• Acting as a general resource about the college’s programs, and advising on updates to campus undergraduate calendar changes, etc.
• Maintaining confidential files and records
• Running reports
• Ensuring the effective daily operation of the ADA 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 three (3) years of previous experience providing administrative support, or an equivalent combination of education and experience;
• Experience providing administrative support coordination in a University environment;
• Excellent coordination and planning skills;
• Office administration, basic accounting and payroll management skills;
• Data management and reporting skills;
• Ability to work independently, prioritize duties in response to changing requirements
• 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.
• Prior knowledge of campus policies and processes, especially undergraduate programs and awards administration would be an asset

Position Number         158-032
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: 2022 03 21  
Closing Date: 2022 04 01