Assistant to the Academic Dean (Replacement)

Vanier College; Montreal; On-site; CAD 84,000 - 112,000; Full time

Job summary

Vanier College is seeking an Assistant to the Academic Dean (Replacement) to support the Academic Dean’s Office in organizing, coordinating and supervising administrative work. The role reports to the Academic Dean and requires handling dossiers, budgets, and committee submissions.

The incumbent will liaise with external ministries and colleges, contribute to policy development, and coordinate Student Success initiatives while managing project timelines and reports. 35 hours weekly on-site.

Qualifications

• Organizational and administrative skills.
• Ability to manage calendars and office workflows.

Responsibilities

• Organizes and coordinates the Academic Dean's Office dossiers, calendar, communications and processes.
• Receives and analyzes all requests sent to the Academic Dean's Office to prepare summaries and recommendations for the Dean.
• Oversees all budgets for the Academic Dean's Office in collaboration with the Finance Department.
• Develops and applies procedures and tools for the Academic Dean’s Office.
• Prepares submissions of academic dossiers and ensures they follow the critical path through committees; executes follow-up.
• Acts as liaison between the Academic Dean's Office and external institutions and ministries.
• Participates in the development and implementation of Academic policies and the College's Student Success Plan.
• Analyzes priorities for semester/year based on the College's Strategic Plan and proposes recommendations to the Academic Dean.
• Coordinates processes related to Student Success projects and Professional Development Group Support.
• Assists faculty with administration of approved projects and ensures compliance with standards and norms.
• Prepares reports for the Academic Dean and manages program management dossiers.

Job description

Job Title: Assistant to the Academic Dean (Replacement)

Department: Academic Sector

Services: Academic Dean's Office

Immediate Supervisor's: Sandrina Joseph

Position Status: Full-time, replacement

Length of the contract: Until May 16, 2027

Work Location: Vanier College

Work Schedule: Mon - Fri, 8:30 a.m. - 4:30 p.m. (35 hrs/week)

External Posting Start Date: October 27, 2026

External Posting End Date and Time: November 6, 2026 at 17:00

Salary Scale: $83,646 - $111,524

Expected Start Date: As soon as possible

Job Description:

Reporting to the Academic Dean, the Assistant to the Academic Dean performs functions associated with the management and responsibilities of the Academic Dean’s Office, organizing, coordinating and supervising the administrative work for the Office of the Academic Dean.

More specifically, but not limited to, the Assistant:

• Organizes and coordinates the Academic Dean's Office's dossiers, activities, calendar, communications and processes;
• Receives and analyzes all requests sent to the Academic Dean's Office in order to submit a summary and recommendation to the Dean on the matter;
• Oversees all budgets for the Academic Dean's Office and collaborates with the Finance Department;
• Oversees the development and application of procedures and tools for the Academic Dean’s Office;
• Prepares submissions of academic dossiers and ensures that they follow the necessary critical path through the appropriate committees such as Academic Steering Committee, Joint Coordinators, Academic Council, Board of Directors and executes any required follow up;
• Acts as the liaison person between the Academic Dean's Office and the Ministry as well as various other external institutions and colleges;
• Participates in the elaboration, revision and implementation of Academic policies and the College's Student Success Plan;
• Analyzes the priorities and critical path for the semester and academic year based on the College's Strategic Plan and Student Success Plan and proposes a list of recommendations to the Academic Dean;
• Ensures a coordination role in various processes related but not limited to Student Success projects and Professional Development Group Support projects;
• Assists faculty with the administration of projects approved through the Academic Dean's Office and ensures that they conform to set standards and norms;
• Prepares reports for the Academic Dean as requested;
• Manages program management and quality assurance related dossiers for the Academic Dean's Office;
• Represents the Academic Dean at meetings, internal or external, as requested;
• Takes notes during management meetings or as required;
• Oversees the archiving/scanning of records and the document management system for the Office of the Academic Dean and supports academic non-teaching departments to meet college requirements;
• Acquires and maintain a detailed knowledge of the College’s mission, policies, and strategies, and keeps up-to-date with relevant policies and processes, external and internal;
• Plans and organizes events and receptions.

Other related tasks which fall within the scope of the classification of this position may be assigned.

Schedule: Monday to Friday, 8:30 a.m. - 4:30 p.m. (35 hours per week)

Contract: November 16, 2026 until May 16, 2027, or until return of the incumbent to their position

Classification: Gestionnaire administratif, classe 5 (C-5)