Administrative Assistant

Ontario University Athletics; Guelph; On-site; CAD 50,000 - 60,000; Full time

Job summary

The University of Guelph seeks an Administrative Assistant to provide high‑level support within the Dean’s Office, coordinating administrative, HR, financial‑adjacent tasks, and ensuring timely service to faculty, staff, students, and central offices.

Reporting to the Administrative Officer, you will handle routine processes, triage inquiries, apply policies and collective agreements, and back up other academic units as needed, maintaining accuracy, discretion, and operational continuity.

Qualifications

• 2-year community college in Office Administration or related field.
• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and collaboration/records tools.
• Experience with HR/time reporting systems and University administrative platforms.
• Excellent written communication, document formatting, and record-keeping skills.
• Strong service orientation, professionalism, discretion, and ability to handle confidential information.

Responsibilities

• Provide administrative and operational support to the Dean’s Office.
• Triaging inquiries and coordinating workflows.
• Support HR/time reporting and related financial-adjacent tasks.
• Ensure compliance with policies, deadlines, and processes.
• Back up administrative support to other academic units as needed.

Skills

Administrative coordination

Time management

Written communication

Discretion

Attention to detail

Education

Community College (2-years) in Office Administration/related field

Tools

Microsoft 365

SharePoint

Gryphons at Work

UniWeb/eCV

GryphForms

Time Entry Systems

Job description

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Primary Category Page: Staff and Management

Division: College of Arts

Requisition ID: 2848

Department:Arts-Office of the Dean
This position is covered by the Collective Agreement with the Ontario Secondary School Teachers' Federation District 35 - Technician/Administrative/Research/Agricultural

Temporary full-time from09/08/2026to06/25/2027

Number of openings: 2

General Purpose

Reporting to the Administrative Officer (AO), the Administrative Assistant plays a critical role in sustaining the effective, consistent, and compliant operation of the Dean’s Office. The position exists to provide dedicated, high‑level administrative and operational support that enables the Dean’s Office to function smoothly within a complex academic environment characterized by multiple stakeholders, overlapping timelines, and highly regulated processes. The Administrative Assistant will also act as back up support to the various academic units within the College of Arts.

Duties and Responsibilities

The Administrative Assistant is responsible for a broad range of core administrative, human resources, financial‑adjacent, and systems‑based activities that are essential to the day‑to‑day functioning of the College. By managing and executing these activities with accuracy, discretion, and sound judgment, the role ensures continuity of operations, mitigates risks related to deadlines and compliance, and supports the timely delivery of services to faculty, staff, students, and central administrative units.

The position contributes to operational continuity and consistency across academic units by providing administrative support, guidance, and coordination as required, ensuring that essential academic and administrative processes are maintained and aligned at the college level.

The position independently manages routine and cyclical administrative processes, coordinates complex workflows, and serves as a knowledgeable first point of contact for inquiries by triaging and resolving routine matters and escalating issues as appropriate. The incumbent applies established policies, collective agreements, and procedures to real‑time situations, anticipates operational needs, and contributes to the overall effectiveness and responsiveness of the Dean’s Office. The Administrative Assistant supports institutional priorities and contributes to operational stability and the effective functioning of the Dean’s Office.

Requirements

• Community College (2-years) in Office Administration, Business Administration, or related field, or an equivalent combination of education and experienceAdvanced proficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and collaboration/records tools (e.g., SharePoint).
• Experience with HR/time reporting systems (e.g., Gryphons at Work, Human Resources Time Entry, etc.) and University administrative platforms (e.g., UniWeb/eCV, GryphForms, etc.).
• Excellent written communication, document formatting, and record-keeping skills.
• Strong service orientation, professionalism, discretion, and ability to handle confidential information.
• Ability to manage multiple deadlines, coordinate complex logistics, and maintain accuracy under pressure

Employee Type: Temporary
Position Number: 10925726
Classification: OSSTF/TARA, District 35 Salary:Band 4
OSSTF/TARA Wage Grid

*Tentative evaluation; subject to committee review.

At the University of Guelph, fostering aculture 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: 08/25/2026
Close Date:09/10/2026