Administrative Assistant - Chair and Faculty - Biomedical Sciences

University-of-Guelph; Guelph; On-site; CAD 50,000 - 70,000; Full time

Job summary

University of Guelph in Guelph, ON is seeking an Administrative Assistant to the Chair and Faculty within the Integrated College Services division. The role supports the Chair, faculty, and students, handling confidential information with tact and diplomacy in a fast-paced academic setting.

The incumbent coordinates administrative tasks for the department, assists with DVM and graduate programs, schedules courses, evaluates processes, and maintains department communications and website content.

Qualifications

• One year post-secondary education; college diploma related to office administration preferred.
• Two years of related experience or equivalent education/experience.
• Experience with Adobe Acrobat and Microsoft Office and ability to work with various software applications.

Responsibilities

• Provide administrative support to the Department Chair and Faculty.
• Coordinate course scheduling, evaluations, exams, and grade submissions.
• Assist with Doctor of Veterinary Medicine (DVM) programs and related academic activities.
• Maintain department communications, website updates, and information flow.

Skills

Adobe Acrobat

Microsoft Office

Communication

Data Entry

Education

College diploma in office administration

Bachelor's degree preferred

Tools

SharePoint

Microsoft Teams

Job description

Location: Guelph, ON, CA, N1G 2W1

Primary Category Page: Staff and Management

Division: OVC Administration

Requisition ID: 3084

Department:OVC-Integrated College Services
This position is covered by the Collective Agreement with the Ontario Secondary School Teachers' Federation District 35 - Technician/Administrative/Research/Agricultural

General Purpose

Reporting jointly to the Operations Manager, Biomedical Sciences and the Department Chair, the Administrative Assistant to the Chair and Faculty (AACF) works directly within the academic department and supports the Chair and Faculty in ensuring their success in meeting the teaching, research and service mandates of the department. The incumbent must exercise initiative, tact, discretion, flexibility and diplomacy through interactions with a wide range of students, faculty and staff both in the department and beyond. As a key member of the Ontario Veterinary College’s Integrated College Services (ICS), the incumbent supports other team members as required.

Duties and Responsibilities

• Supporting the academic department while contributing to a client focused environment by ensuring faculty, staff, students and visitors are met in a professional manner and provided with required information or re-directed appropriately.
• Supporting the Department Chair with administrative responsibilities including the tenure and promotion process.
• Supporting all aspects of the Doctor of Veterinary Medicine (DVM), undergraduate, and graduate programs, both within the department and the college, including all administrative activities that create a positive academic experience for our students.
• Organization, coordination, and completion of administrative and operational activities for the academic department.
• Coordination of course and teaching assignments, evaluations, examination processes, and grade submissions.
• Coordination and assistance with undergraduate and graduate course scheduling.
• Provision of departmental communications relating to academic programs, upcoming events, and other department news through updating and maintaining the department website.
• Participation in special projects at OVC arranged in conjunction with the Manager.

Requirements for this position include:

• One (1) year post-secondary education (College diploma related to office administration or undergraduate degree is preferred).
• Minimum of two (2) years’ related experience, or an equivalent combination of education and experience.
• Experience in Adobe Acrobat, Microsoft Office (Word, Excel, PowerPoint, SharePoint), and the ability to work with various software applications is required.
• Previous experience working within an academic environment is considered an asset.

Candidates should be able to demonstrate:

• Excellent written and oral communication skills.
• Effective communication and interpersonal skills with a high level of tact, diplomacy, discretion, and strong judgement.
• Excellent organizational and time management skills and the ability to meet deadlines.
• Attentiveness to detail with ability to multi-task and adapt quickly in a fast-paced environment with constant interruptions.
• Ability to work effectively both independently and within a team.
• Ability to accurately collect and input data.
• Familiarity with the application and interpretation of university policies and procedures.
• Broad experience in administrative support and the ability to independently recommend process changes and embrace organizational change.
• Ability to recognize and proactively consider the impact of actions.

*Tentative evaluation; subject to committee review.

Employee Type: Regular
Position Number: 10206014

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:11/04/2026
Close Date:11/18/2026