Administrative Officer

Ontario University Athletics; Guelph; On-site; CAD 60,000 - 80,000; Full time

Job summary

A Canadian university is seeking an Administrative Officer to provide high-level administrative support to the College of Engineering. This role involves overseeing academic HR processes, coordinating faculty recruitment, and providing direct support to Deans. The ideal candidate has an undergraduate degree in Business Administration and 2-3 years of administrative experience, particularly in a university setting. This position requires advanced skills in Microsoft Office and strong organizational abilities.

Qualifications

• Minimum of 2-3 years of progressive administrative experience in a university or public sector.
• Demonstrated experience with academic HR administration.

Responsibilities

• Provide high-level administrative support to the Dean and Associate Deans.
• Coordinate faculty recruitment and appointment processes.
• Prepare and analyze statistical data for College planning.

Skills

Advanced proficiency in Microsoft Office 365

Excellent organizational skills

Strong judgment and discretion

Strong written and verbal communication skills

Education

Undergraduate degree in Business Administration or related field

Tools

Adobe Acrobat

Database systems (e.g. Colleague)

Job description

Requisition ID: 1935

Department: CoE-Office of the Dean
This position is represented by the agreement between the Professional Staff Association and the University of Guelph

Internal Applicants
If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)

General Purpose

Reporting to the Administrative Manager, the Administrative Officer provides high‑level administrative and operational support to the College of Engineering Dean and Associate Deans. The Administrative Officer plays a key leadership role in overseeing academic human‑resources processes, faculty relations, governance coordination, and committee administration within the College.

The successful candidate will serve as a trusted advisor and liaison between the College and central university offices including Faculty and Academic Staff Relations (FASR), Human Resources, and the Office of the Provost. The Administrative Officer ensures efficient and compliant delivery of key academic processes, exercises sound judgment in handling confidential information, and contributes to a cohesive, inclusive, and high‑performing administrative environment.

Duties and Responsibilities

Academic Administration

• Coordinate faculty recruitment, appointment, and renewal processes, ensuring compliance with University policies and the UGFA Collective Agreement.
• Coordinate offers of employment, compensation packages, and sabbatical and administrative appointments.
• Prepare salary and complement reports, maintain confidential faculty records, and support reporting requirements.
• Administer the College’s URA and USRA programs.
• Coordinate the College’s Tenure & Promotion (T&P) process, ensuring accuracy, completeness, and adherence to timelines.
• Oversee teaching‑verification and workload‑assignment processes in compliance with the collective agreement.
• Support College‑level governance, including Dean’s Council and the College T&P Committee.
• Provide training and guidance on academic systems such as eCV.

Executive and Project Support

• Provide direct administrative support to the Dean and Associate Deans, including confidential correspondence and meeting coordination.
• Coordinate College projects, events, and strategic initiatives, including accreditation and reporting.
• Prepare and analyze statistical and survey data to support College planning and decision‑making.

Supervision and Leadership

• Supervise one Engineering Office Assistant, including hiring, performance management, and professional development.
• Promote a positive, inclusive, and service‑oriented team culture.

General Support

• Provide backup and support to HR, finance, and departmental administration as required.
• Perform other duties consistent with the scope and responsibilities of the position.

Requirements

Education: Undergraduate degree in Business Administration or related field or an equivalent combination of education and experience.

Experience

• Minimum of 2–3 years of progressive administrative experience, preferably in a university or public‑sector environment.
• Demonstrated experience with academic HR administration, governance, and faculty processes such as tenure and promotion.

Skills and Competencies

• Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint), Adobe Acrobat, and database systems (e.g. Colleague).
• Excellent organizational, analytical, and interpersonal skills.
• Strong judgment, discretion, and diplomacy in handling sensitive matters.
• Proven ability to manage multiple priorities in a complex and fast‑paced environment.
• Strong written and verbal communication skills and a collaborative, solutions‑oriented approach.

Employee Type: Regular
Position Number: 10924066
Classification: P&M FT- Band 03
Professional/Managerial Salary Bands
The target hiring salary for this position is minimum and up to 96% of midpoint for the salary grade.
*Tentative evaluation; subject to committee review.

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: 11/10/2025
Closing Date: 11/19/2025