Administrative Assistant

Ontario University Athletics; Guelph; On-site; CAD 42,000 - 52,000; Full time

Job summary

The University of Guelph is seeking an Administrative Assistant to support the CBS-Office of the Associate Dean Academic and undergraduate programs. You will handle scheduling, enrolment management, and awards administration while ensuring clear communication with campus offices and stakeholders.

Responsibilities include coordinating course offerings, maintaining records, and providing administrative support to the ADA and Advising offices. Strong organizational and MS 365 skills are essential.

Qualifications

• Minimum one year of community college in Office Administration or equivalent experience.
• Experience providing administrative support in a university environment preferred.
• Excellent coordination, planning and data management skills.
• Proficiency with Microsoft Office 365 and institutional software packages.

Responsibilities

• Monitor student registrations in real time and manage course access restrictions.
• Adjust schedules to optimize classroom use and minimize conflicts.
• Maintain databases tracking offerings and enrolments over time.
• Liaise with Registrar’s Office, Student Financial Services and other stakeholders.
• Provide support to ADA and Academic Advising offices and manage communications.

Skills

Office coordination

Course scheduling

Enrolment management

Awards administration

Communication

Data management

Microsoft Office 365

Education

One year of community college in Office Administration

Two-year diploma in Business Administration (preferred)

Tools

Microsoft Office 365

Job description

Temporary full-time from10/12/2026to09/24/2027
Temporary Absence of the Regular Incumbent

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

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

*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