Administrative Assistant

University of Guelph•Guelph, ON

1d•Onsite

About The Position

The McLaughlin Library at the University of Guelph is a dynamic hub that sparks curiosity, fosters collaboration, and champions inclusion. Guided by a team-based philosophy rooted in shared leadership, innovation, and effective communication, our vibrant ecosystem of experts, resources, and spaces empowers learners and researchers to think critically, explore complex ideas, push boundaries, and improve life. The library employs ~85 full-time staff across five employee groups governed by collective agreements and HR policies, plus 60+ part-time staff annually. This position is part of Administrative Services, providing essential support to both the Office of the University Librarian and five other strategic teams. The incumbent liaises with Department Heads, Mangers and employees, and central offices such as Human Resources and Financial Services. With a dual reporting to the Director, Administrative Services, and Library Manager, Human Resources and Administration, the Administrative Assistant provides executive support to the Library administrative team, coordinates Human Resources, and administrative functions essential to library operations. The position also provides key financial support to the Manager, Finance for the library.

Requirements

One year of community college in Office/Business Administration, Payroll Certificate, and experience with HR systems, policies, and payroll functions, 27 months to 3 years of relevant experience, or equivalent combination of education and experience.
Knowledge of Human Resources administration, electronic systems, unionized environments, and the Provincial Employment Standards Act.
Intermediate proficiency in Microsoft Office and foundational knowledge of ABBYY FineReader, or other PDF creation and editing packages.
Effective communication, problem-solving, organizational, stress management, and time management skills.
Ability to work independently and collaboratively in a team environment.
Initiative, accuracy, attention to detail, adaptability, and discretion with confidential matters.

Nice To Haves

Working knowledge of University of Guelph payroll, HR systems, policies, procedures, and collective agreements (U.S.W., OSSTF/TARA, CUPE 3913, Professional Staff Association, UGFA.)
Familiarity with Library and University policies, procedures, deadlines, services, and priorities.

Responsibilities

Ensure effective HR, Finance, and administrative processes for the library.
Draft confidential correspondence, schedule meetings, coordinate travel, triage calls, prepare expense claims, and manage meeting materials.
Contribute to the overall operation, reputation, and performance of the Library and the Office of the University Librarian.
As part of a small team, the incumbent shares in the delivery of administrative support and provides backup support for other administrative staff when needed.
Coordinates and administers all activities associated with payroll, attendance, and personnel administration for over eighty-five full-time employees and (RFT, TFT and student / part-time) for most of the library employee groups.
Conducts routine financial reconciliations, verifies and submits expense reports, submits correcting entries, assists with various tasks associated with purchasing, reporting, compliance, and other financial administration as directed by the Manager, Finance for the library.
Maintains Job descriptions and is responsible for identifying and coordinating updates when required.
Liaises with Human Resources Consultants on matters of recruitment, interpretation of policies including terms in Collective Agreements.
Coordinates and advises managers on all recruitment for student, part-time, USW and P&M employees.
Triages inquiries from managers and employees on interpretations of collective agreements and library policies and procedures for six diverse employee groups.
Maintains and coordinates updates of administrative policies, procedures, and internal documentation for the library.