Administrative Assistant

University of Guelph; Guelph; On-site; CAD 46,000 - 58,000; Full time

Job summary

The University of Guelph is seeking an Administrative Assistant to support undergraduate programs within the College of Biological Science. The role includes scheduling courses, managing enrolments, and handling student awards in coordination with ADA and advising offices.

Reporting to the Associate Dean Academic, you will manage communications, deadlines, and confidential records while contributing to efficient unit operations and reliable data reporting.

Qualifications

• One year of community college in Office Administration or equivalent experience.
• Experience providing administrative support 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 and prioritize duties.

Responsibilities

• Monitor student registrations in real time and create course access restrictions.
• Adjust schedules and sections to optimize classroom usage and minimize conflicts.
• Maintain databases tracking course offerings and enrolments over time.
• Liaise with Registrar’s Office, Student Financial Services, and other offices regarding scheduling, room bookings, and awards.
• Support undergraduate programs administratively with ADA.
• Administer CBS awards processes and ensure financial sustainability.

Skills

Office administration

Coordination

Planning

Microsoft Office 365

Communication

Problem solving

Education

One year of community college in Office Administration

Two-year degree in Business Administration (preferred)

Tools

Microsoft Office 365

Job description

Location

Guelph, ON, CA, N1G 2W1

General Information

Primary Category Page: Staff and Management

Division: College of Biological Science

Requisition ID: 2914

Department: CBS-Office of the Associate Dean Academic

This position is covered by the Collective Agreement with the Ontario Secondary School Teachers' Federation District 35 - Technician/Administrative/Research/Agricultural

Temporary full-time from 10/12/2026 to 09/24/2027

Temporary Absence of the Regular Incumbent

General Purpose

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.

Duties and Responsibilities

• Monitoring student registrations in course offerings and sections in real time and creating and monitoring course access restrictions.
• 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 Academic Advising offices: general administrative support, meeting and event scheduling.
• Maintaining routine unit records, including staff absence and time-tracking information.
• 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 Academic Advising Offices.
• Acting as a general resource about the college’s programs and established ADA office procedures.
• Coordinating communications, meetings, and confidential records associated with undergraduate academic processes, including academic misconduct matters.
• Maintaining confidential files and records.
• Running reports.
• Ensuring the effective daily operation of the ADA office.

Requirements

• 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 up to 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.

Employee Type: Regular

Position Number: 10158032

Classification: OSSTF/TARA, District 35 Salary: Band 4

OSSTF/TARA Wage Grid

• Tentative evaluation; subject to committee review.

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: 09/16/2026

Close Date: 09/29/2026