Administrative Clerk

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

Job summary

The University of Guelph is seeking a temporary full-time Administrative Clerk in the Department of Psychology to warmly welcome students, faculty, staff, and visitors while directing inquiries and providing essential administrative support.

You will assist with academic and financial tasks, manage room bookings and communications, and help maintain departmental records in a dynamic university setting.

Qualifications

• Post-secondary education (one-year college program in office administration) with 18 months of relevant experience.
• Experience providing administrative or clerical support in a busy office.
• Strong customer-service and the ability to communicate professionally and respectfully.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills with the ability to prioritize deadlines.
• Ability to work collaboratively as part of an administrative team.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Experience entering and maintaining information in spreadsheets, databases, or other systems.
• Sound judgment to refer inquiries to a supervisor or University resource when needed.

Responsibilities

• Greeting students, faculty, staff, and visitors and directing inquiries in person, by phone, or email.
• Help students navigate departmental and University services, policies, and procedures.
• Assist with exam processing and grade submissions during peak periods.
• Book classrooms, meeting rooms, and equipment for departmental meetings and defenses.
• Coordinate textbook orders with the University bookstore, library and suppliers.
• Provide support for Concur claims and direct staff to resources.
• Support general ledger coding under the Chair's Administrative Assistant.
• Assist with low-value purchase orders, petty cash, and routine financial tasks.
• Maintain inventories and order departmental office supplies.
• Manage keys, access requests, and IT/equipment service requests for staff and students.
• Coordinate department telephone, IT, and Facilities service requests.
• Receive and distribute mail, maintain mailboxes, and prepare outgoing mail.
• Maintain room-booking calendars and coordinate room requests.
• Prepare and distribute departmental communications and presentation materials.
• Maintain departmental records and calendars.
• Organize supply room and supervise shredding, scanning, printing tasks.
• Provide cross-coverage during staff absences or peak periods.
• Assist with special projects, data entry, and other duties as assigned.

Skills

Customer service

Communication skills

Organizational skills

Time management

Documentation and records

Attention to detail

Team collaboration

Microsoft Office

Education

Post-secondary education in office administration

18 months of relevant administrative experience

Equivalent combination of education and experience

Tools

Microsoft Office

Concur

UKG

HRMS

FRS

Job description

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Primary Category Page: Staff and Management

Division: College of Social and Applied Human Sciences

Requisition ID: 3051

Department:Psychology
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 11/16/2026to10/27/2028

General Purpose

The Department of Psychology in the College of Social and Applied Human Sciences is seeking an organized, service-oriented individual for a temporary full-time Administrative Clerk position. The Department supports a large and active community of undergraduate and graduate students, faculty, and staff and operates in a dynamic academic environment.

Dually reporting to the Chair of Psychology and the Administrative Officer in the Dean’s Office, the Administrative Clerk will serve as a primary point of contact for the Department. The incumbent will warmly welcome students, faculty, staff, and visitors in person, by telephone, and by email; identify the nature of inquiries; and connect individuals with the appropriate departmental, College, or University resource. The position will also provide administrative support for the Department’s academic, financial, human resources, and day-to-day operations and will assist other members of the Psychology administrative team during peak periods and absences.

This position is a front-desk position, so the incumbent must be available to be in-office for the entire work week.

Duties and Responsibilities

• Greeting students, faculty, staff, and visitors and responding to or redirecting general inquiries received in person, by telephone, and by email.
• Helping students navigate departmental and University services, systems, policies, and procedures.
• Assisting with the preparation and processing of regular, deferred, and Student Accessibility Services examinations and associated documentation during the periods of high demand.
• Assisting with grade submissions during periods of high demand.
• Booking classrooms, meeting rooms, and equipment for departmental meetings and graduate defenses.
• Coordinating textbook orders and liaising with the University bookstore, library, and other suppliers.
• Providing administrative support for Concur claims, including directing faculty, staff, and graduate students to appropriate resources and helping to clarify submission processes.
• Supporting the review and routing of claims and providing general ledger coding under the direction of the Administrative Assistant to the Chair.
• Assisting the Administrative Assistant to the Chair with low-value purchase orders, petty cash, and other routine financial transactions.
• Maintaining inventories and ordering departmental office supplies.
• Ordering, tracking, and distributing keys and requesting electronic access for faculty, staff, and students.
• Coordinating requests for telephone, information technology, equipment repair, and Physical Resources services.
• Receiving and distributing incoming mail, maintaining departmental mailboxes, and preparing outgoing mail and courier packages.
• Maintaining room-booking calendars and coordinating departmental room requests.
• Preparing and distributing departmental communications, notices, posters, and presentation materials.
• Maintaining departmental records and calendars.
• Organizing the departmental supply room and coordinating shredding, scanning, printing, and document-management activities.
• Providing cross-coverage for essential and time-sensitive administrative responsibilities during staff absences or peak periods.
• Assisting with special projects, data entry, information gathering, and other duties as assigned.

Requirements

• Post-secondary education, typically a one-year college program in office administration or a related field, together with 18 months of relevant administrative experience, or an equivalent combination of education and experience.
• Experience providing administrative or clerical support in a busy office environment.
• Strong customer-service skills and the ability to communicate professionally and respectfully with students, faculty, staff, visitors, and external contacts.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills, with the ability to establish priorities and manage competing deadlines.
• Demonstrated accuracy, attention to detail, and proofreading skills.
• The ability to maintain accuracy while responding to frequent interruptions and changing priorities.
• Demonstrated ability to work collaboratively as part of an administrative team.
• Proficiency with Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
• Experience entering and maintaining information in spreadsheets, databases, or other administrative systems.
• Sound judgment and the ability to recognize when an inquiry or situation should be referred to a supervisor or another University resource.

The following would be considered assets:

• Post-secondary education including an undergraduate degree in a related field, together with 2 or more years of relevant administrative experience, or an equivalent combination of education and experience.
• Previous administrative experience in a university, college, or similarly complex organization.
• Familiarity with University of Guelph administrative, academic, human resources, or financial systems, including Concur, UKG, HRMS, and FRS.
• Knowledge of University policies, procedures, services, and organizational structures.
• Experience supporting financial transactions, examination administration, room bookings, work orders, or high-volume front-line operations.
• Experience with OneDrive, SharePoint, or comparable document-sharing and collaboration platforms.

Employee Type: Temporary
Position Number: 10929022
Classification: OSSTF/TARA, District 35 Salary:Band 3
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: 10/29/2026
Close Date:11/11/2026