Administrative Assistant to the Deans, CSAHS

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

Administrative Assistant to the Deans, CSAHS

Dean’s Office, College of Social and Applied Human Sciences

Hiring #: 2024-0376

Please read the Application Instructions before applying

Reporting to the Administrative Officer, College of Social and Applied Human Sciences the incumbent is primarily responsible for providing administrative support to the CSAHS Deans (Associate Dean Academic (ADA), Associate Dean Research & Graduate Studies (ADRGS) and the Dean) including: assisting with the coordination of the Deans schedules; arranging travel and committee meetings; attending Dean’s Council meetings and other meetings as needed; preparing meeting minutes and drafting official correspondence.

The incumbent will be supporting the ADA with Academic Misconduct through coordinating investigations of student academic misconduct and preparing the annual formal statistical Academic Integrity Report.

The successful candidate will provide support to the Administrative Officer, CSAHS with the Tenure and Promotion process including updating the eCV database; preparing committee meeting documentation; distributing T&P letters and salary letters annually.

Using University forms, systems, procedures and policies, the incumbent will be responsible for the Human Resource employee time entry, personnel transactions and data form preparation. 

This role will be the primary contact in the Dean’s office and will act as the main front desk support and will also be responsible for all office supply ordering, room bookings, and hospitality.

The incumbent will act as back-up to other administrative positions including serving as primary back-up to the Research and Graduate Studies Information Coordinator for accounting and research finance support: process cheque requisitions, revenue remittances, petty cash, journal entries, purchase orders (HVPO, LVPO), invoice payments and review expense claims. 

Requirements for the position include:

• One-year of community college in a related program (undergraduate degree preferred) and  minimum 18 months of experience working as an administrative assistant preferably in an academic environment, or an equivalent combination of education and experience
• Excellent computer skills including Microsoft Office Suite (Excel, Word, PowerPoint, Outlook). 
• Familiarity with University-based information systems such as FRS, Sedona, HRER and Time reporting is preferred
• Strong analytical skills with a high degree of accuracy is mandatory
• Very high level of written and verbal communication skills
• Strong organizational skills    
• Ability to work under pressure in time sensitive and often competing deadlines
• Proofreading skills, demonstrated ability to take meeting minutes and basic understanding of financial procedures
• Some knowledge of university policies/procedures, administration and university divisions and departments, and previous experience or familiarity with the tenure and promotion process is considered an asset

Position Number         250-041|
Classification               OSSTF/TARA, District 35 Salary Band 4
Salary Range              $24.56 Minimum
                                           $27.44 Normal Hiring Limit
                                           $33.21 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: 2024 07 03
Closing Date: 2024 07 17