Administrative Assistant to the Deans

University of Guelph•Guelph, ON

1d•Onsite

About The Position

Reporting to the Manager, Administration & Operations, the Administrative Assistant to the Deans provides comprehensive administrative support to the Dean, Associate Dean Academic (ADA), and Associate Dean Research & Graduate Studies (ADRGS) within the College of Social and Applied Human Sciences. As a member of the Dean's Office team, the incumbent serves as a key point of contact for faculty, staff, students, and external stakeholders and provides executive-level administrative support in a fast-paced and highly confidential environment. The role is responsible for coordinating executive schedules and meetings, supporting faculty administration and academic planning processes, administering academic integrity procedures, assisting with payroll and financial activities, and contributing to the efficient operation of the Dean's Office. The incumbent exercises a high degree of professionalism, discretion, judgment, and initiative while balancing multiple priorities and competing deadlines.

Requirements

Minimum 2 years of post-secondary education (undergraduate degree preferred).
Minimum of 2 years prior experience providing administrative support, preferably within a post-secondary or public sector environment.
Advanced computer skills including Microsoft 365 (Excel, Word, PowerPoint, Outlook, Forms, SharePoint, Teams), Adobe, Qualtrics.
Demonstrated experience managing multiple complex calendars, coordinating executive schedules, arranging meetings, and supporting committees.
Experience with faculty administration, academic processes, and tenure & promotion.
Knowledge of university policies, procedures, and governance structures.
Strong analytical and problem-solving skills with a high degree of accuracy.
Very high level of written and verbal communication skills.
Strong organizational skills with the ability to work under pressure in time sensitive and often competing deadlines.
Ability to work independently, exercise sound judgement, and respond effectively to changing priorities.

Nice To Haves

Preference will be given to candidates who have experience with maintaining automations/workflows (e.g. PowerBI).
Familiarity with University-based information systems such as Colleague, CIM, FRS, UniWeb, Concur, HRMS, UKG, HRER and HR Time Entry is preferred.

Responsibilities

Provide administrative support to the Dean, ADA, and ADRGS, including complex calendar management, meeting coordination, travel arrangements, and scheduling.
Coordinate Dean's Council, Chairs/Associate Directors meetings, and other committee meetings, including preparation of agendas, meeting materials, minutes, and follow-up actions.
Draft, format, and distribute correspondence, reports, memos, presentations, and other communications on behalf of the Dean's Office.
Facilitate approvals and signatures for academic, administrative, and faculty-related documents.
Assist the Dean and Associate Deans with expense claims and financial documentation in accordance with University policies and procedures.
Monitor and respond to inquiries received through Dean's Office email accounts and serve as the first point of contact for students, faculty, staff, and visitors.
Conduct research, information gathering, and data collection to support reports, presentations, strategic planning activities, and decision-making.
Support the Associate Dean Academic in coordinating academic misconduct investigations and related administrative processes.
Serve as an initial point of contact for students involved in academic misconduct matters, providing procedural information and directing inquiries appropriately.
Maintain confidential records and documentation related to academic misconduct cases.
Prepare and maintain statistical reports and annual reporting requirements related to academic integrity.
Monitor relevant academic policies, procedures, and university regulations to ensure administrative compliance.
Support tenure and promotion processes, including scheduling meetings, preparing documentation, coordinating external assessor communications, maintaining records, and supporting committee activities.
Administer and support UniWeb activities including account creation, database maintenance, and technical assistance for faculty users.
Assist with faculty administration processes including adjunct appointments, workload approvals, leaves, salary letters, teaching requests, and external remuneration requests.
Support curriculum planning cycles by tracking deadlines, maintaining records, preparing materials, and communicating with departments.
Compile information, generate reports, and assist with faculty, sessional, and graduate student data tracking and analysis.
Serve as the primary front-line contact for visitors, students, faculty, and staff contacting the Dean's Office.
Coordinate room bookings, hospitality arrangements, office supplies, mail distribution, and facility service requests.
Support efficient operation of the Dean's Office by establishing priorities, maintaining records, and coordinating workflows.
Support special projects, process improvements, and administrative initiatives within the College.
Maintain and support automated workflows and digital processes using Microsoft Forms, SharePoint, Power BI, and related tools.
Process and maintain payroll and time reporting information for Dean's Office staff using University systems.
Track vacations, leaves, and staff absences while helping ensure operational coverage requirements are met.
Perform financial tasks such as journal entries, purchase orders, reconciliations, expense processing, and maintaining financial records.
Act as a backup resource for payroll and administrative activities across the College as required.