Dean's Office - Academic Office Assistant (Leave Replacement)

Colonial Group; North Bay; On-site; CAD 55,000 - 59,000; Full time

Job summary

Colonial Group in North Bay, Ontario is seeking an Academic Office Assistant in the Dean’s Office – School of Human and Social Science. This temporary full-time leave-replacement role supports academic leaders and office coordinators, handling confidential administrative tasks, data and information management.

You will collaborate with internal college departments, perform data entry, maintain records, onboarding processes for approved academic positions, and assist with meeting logistics and

Qualifications

• Two-year diploma in Office Administration or equivalent.
• Minimum one year of experience in a fast-paced, computer-automated office.
• Strong MS Office and information systems proficiency.
• Excellent customer service, communication and interpersonal skills.
• Strong organization and time management with ability to prioritize multiple tasks.

Responsibilities

• Provide confidential clerical support to the Academic Division, including data entry and onboarding related to approved academic positions.
• Support PAC-related activities: maintain records, prepare correspondence, organize meeting logistics.
• Provide backup clerical support to the Deans’ Office handling inquiries and sensitive information.
• Research and assemble materials for reports, meetings and presentations as directed.
• Other duties as assigned.

Skills

MS Office

Data entry

Customer service

Time management

Communication

Organizational skills

Teamwork

Education

Two year diploma in Office Administration

Tools

Student information systems

Financial information systems

Job description

Job Title: Academic Office Assistant

Department: Dean’s Office – School of Human and Social Science

Location: College Drive Campus – North Bay, ON

Status: Temporary Full-Time – Leave Replacement

Contract Duration: ASAP – March 31, 2027 (end date subject to change)

Hours Per Week: 37.50

Pay Rate: Payband D - $28.38

Application Deadline: Friday, October 9, 2026 – 12:00 p.m.

The Academic Office Assistant will work closely with internal college departments and provide confidential administrative assistance and services to the Deans’ Office, supporting the Academic Leaders, Deans’ Office Coordinator and Academic Officers at peak times. Office administration, data, and information management will be key activities of this position.

QUALIFICATIONS:

• Two (2) year diploma in a field related to Office Administration or equivalent
• Minimum one (1) year of experience in a fast-paced, computer-automated office that demands consistent high quality in a variety of duties/responsibilities
• Strong technological skills including (but not limited to) the proficient use of MS Office suite of products and student and financial information systems
• Demonstrated excellent customer service skills including communication and interpersonal skills
• Strong organizational and time management skills with the ability to prioritize own work on multiple tasks simultaneously
• Sound judgement, attention to detail, and problem-solving skills with the ability to work both independently and as part of a team
• Experience in post-secondary education is considered an asset
• Knowledge and understanding of college policies, procedures, and departmental activities
• In-person, on-campus position. Must be able to reliably commute and/or relocate to North Bay, ON

DUTIES:

• Support the Academic Division by providing confidential clerical support. Tasks include (but are not limited to) data entry and process facilitation related to academic integrity, assisting with onboarding processes related to approved academic positions
• Provide clerical support to PAC-related activities including maintenance of records, preparation of correspondence, and organization of meeting logistics
• Provide backup clerical support to the Deans’ Office including responding to inquiries and processing sensitive/confidential information and correspondence
• Research, assemble, organize, and produce materials and information for reports, meetings, and presentations as directed
• Other duties as assigned