Administrative Assistant - Dean's Office

University of Guelph; Guelph; On-site; CAD 45,000 - 60,000; Full time

Job summary

University of Guelph invites applications for an Administrative Assistant in the Dean's Office. The role provides senior-level administrative support to the Dean and Executive Director, Strategy and Planning, coordinating with Advancement and Communications teams, governance activities, and leadership operations.

Applicants should have a one-year college diploma in a related field and at least three years of experience, with strong MS Office skills, discretion, and excellent communication.

Qualifications

• One-year community college diploma in Business Administration, Office Administration, or related field.
• 3 years of related work experience.
• Demonstrated problem-solving and critical thinking; support for process improvement.
• Exceptional interpersonal and communication skills (written and verbal).
• Strong organizational skills; manage logistics and scheduling in a fast-paced environment.
• Discretion and confidentiality when handling sensitive information.
• Ability to work independently, prioritize, and anticipate needs in an executive setting.
• Advanced proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook, SharePoint, Teams).
• Experience supporting senior leaders in a complex organization is preferred.

Responsibilities

• Coordinate appointments with senior University administration and external contacts and stakeholders.
• Provide administrative coordination for Associate Deans, Chairs, executives, donors, and government representatives.
• Serve as a central resource, coordinating requests and priorities across College stakeholders.
• Screen incoming communications and determine priority issues for Dean and EDSP.
• Draft and edit correspondence and reports, including tenure, promotion, and performance letters.
• Support confidential faculty relations activities including recruitment logistics and promotions processes.
• Maintain expertise in systems supporting faculty appointments and career progression.
• Act as primary resource for Dean's Council, coordinating agendas and materials.
• Lead planning and coordination of college-wide events and leadership meetings.

Skills

Interpersonal skills

Organizational skills

Problem-solving

Discretion

Education

Diploma (1-year) in Business Administration

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

SharePoint

Teams

Job description

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Administrative Assistant - Dean's Office

Location:
Guelph, ON, CA, N1G 2W1

Primary Category Page: Staff and Management

Division: OVC Administration

Requisition ID: 2723

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

Temporary full-time from08/17/2026to08/04/2027
Temporary Absence of the Regular Incumbent

General Purpose

Reporting jointly to the Dean and the Manager, College Operations while working within an Integrated College Services environment, the Administrative Assistant provides senior-level administrative support to the Dean and the Executive Director, Strategy and Planning, serving as a key resource within the Office of the Dean and supporting the College's leadership, governance, faculty relations, and external engagement activities.

Working closely with the Manager, College Operations and Associate Director, Administration and Operations, the successful candidate will provide assistance within the Dean’s Office for various administrative tasks and duties to ensure college needs are well-serviced. The successful candidate is tasked with significant logistical and scheduling challenges, which must be managed in a timely manner and with an appropriate degree of self-direction and discretion. As a trusted and highly valued member of the Dean's Office team, the successful candidate serves as a key resource to the College, acting as a central point of coordination for requests, information, and support. The role may interact with highly confidential and sensitive information and requires exceptional judgment, discretion, professionalism, and integrity. Success in this position requires a friendly, approachable, and adaptable individual who can build strong relationships, navigate competing priorities, and respond effectively in a fast-paced environment.

The Administrative Assistant supports the Dean on all activities related to external relations in coordination and consultation with members of the Advancement, Pet Trust, and Communications & Marketing teams. The Administrative Assistant also provides administrative support related to faculty relations, governance activities, strategic initiatives, and leadership operations within the Office of the Dean.

Due to the nature of the tasks and support required, the successful candidate will be expected to be present in-office from Monday – Friday between 8:30 am – 4:30 pm. Occasional work outside of regular business hours may be required to support events, meetings, or other College activities.

Duties and Responsibilities

• Coordinating appointments with senior members of the University administration or key external contacts and stakeholders including donors.
• Provides administrative coordination and support related to Associate Deans, Department Chairs, University executives, donors, government representatives, professional organizations, and other key stakeholders.
• Acts as a central resource within the Dean's Office, coordinating requests, information, and priorities across a broad range of College stakeholders.
• Receives and screens incoming calls, letter mail, email and visitors and determines priority issues - alerting the Dean and EDSP and others accordingly.
• Drafts correspondence and reports for the Dean and EDSP and edits, formats and finalizes documentation and correspondence including those related to tenure, promotion and performance letters.
• Supports confidential faculty relations activities including faculty recruitment logistics, appointments, tenure and promotion processes, performance-related documentation, and other academic staff relations matters.
• Maintains expertise in systems and processes that support faculty appointment and career progression activities.
• Serves as the primary administrative resource for OVC Dean's Council and other leadership committees, coordinating agendas, meeting materials, records of discussion, and follow-up actions.
• Leads the planning and coordination of college-wide events, leadership meetings, distinguished lectures, donor activities, guest visits, and other events.

Requirements

• Successfully completed a one-year community college diploma in Business Administration, Office Administration, or a related field.
• 3 years of related work experience.
• Demonstrated problem-solving skills, advanced critical thinking skills; and be actively supportive of methods and tools for continuous process improvement.
• Exceptional interpersonal and communication skills (both written and verbal).
• Strong organizational skills with the ability to manage logistics and scheduling challenges in a calm and effective manner.
• Demonstrated ability to exercise sound judgment, discretion, and confidentiality when handling sensitive information.
• Ability to work independently, prioritize competing demands, and anticipate needs in a fast-paced executive environment.
• Advanced proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Outlook, SharePoint, and Teams.
• Experience supporting senior leaders in a complex organization is preferred.
• Experience working in a post-secondary, healthcare, research, government, or similarly complex environment is considered an asset.
• Experience supporting confidential human resource, faculty relations, governance, or executive-level processes is considered an asset.

Employee Type: Regular
Position Number: 10206025
Classification: OSSTF/TARA, District 35 Salary:Band 4

*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:10/15/2026
Close Date:10/28/2026