Administrative Assistant

University of Guelph; Guelph; On-site; CAD 48,000 - 58,000; Full time

Job summary

The University of Guelph seeks an Administrative Assistant for the Dean’s Office in the College of Arts. This temporary full-time role reports to the Administrative Officer and supports administrative, HR and operational tasks across multiple units.

The position requires discretion, strong communication, and ability to manage deadlines in a regulated academic environment. Location is Guelph, Ontario, with a 09/08/2026–06/25/2027 contract term.

Qualifications

• Two-year community college program in Office Administration or equivalent.
• High proficiency with Microsoft 365 apps and collaboration/records tools.

Responsibilities

• Provide administrative, HR and financial-adjacent support to Dean's Office.
• Coordinate routines, deadlines and processes with accuracy and discretion.

Skills

Microsoft 365 proficiency

Discretion & confidentiality

Deadline management

Education

Diploma or Certificate in Office Administration (2-year)

Tools

Microsoft 365 (Outlook, Word, Excel, Teams)

SharePoint

Job description

Location: Guelph, ON, CA, N1G 2W1

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 from 09/08/2026 to 06/25/2027

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 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: 08/25/2026

Close Date: 09/10/2026