Administrative Services Assistant - Integrative Biology

University of Guelph•Guelph, ON

About The Position

The Department of Integrative Biology is seeking a highly organized, forward-thinking, service-oriented Administrative Services Assistant to provide administrative support for the department's academic, operational, and student-facing activities. This position plays a critical role in supporting the delivery of undergraduate academic programs while helping ensure the effective day-to-day operation of a large and dynamic academic department. The successful candidate will work closely with faculty, staff, students, and university partners, serving as a key resource for academic administrative processes, departmental operations, facilities coordination, and information management. We are looking for an individual who demonstrates exceptional customer service skills, thrives in a fast-paced environment, and has experience supporting academic or educational administrative processes.

Requirements

Completion of a one-year community college program, preferably in Office Administration or a related field.
Up to and including 18 months of progressively responsible administrative experience.
Proven customer service experience with the ability to interact effectively and professionally with diverse stakeholders and provide effective solutions to a wide range of issues and inquiries. Must be able to take initiative to find solutions for departmental queries.
Excellent organizational skills with the ability to manage multiple priorities, deadlines, and interruptions.
Strong verbal and written communication skills, including exceptional attention to detail.
Demonstrated experience working with Microsoft 365 applications, including Excel, SharePoint, Teams, OneDrive, and related collaboration tools.
Demonstrated ability to learn and apply policies, procedures, and institutional processes.
Ability to work independently while exercising sound judgment and discretion.

Nice To Haves

Demonstrated experience in academic administration, educational administration, or a comparable administrative environment is considered a strong asset.
Have experience working in a university, research-intensive, or similarly complex institutional environment.
Demonstrate an understanding of policies and procedures that apply in an academic environment and will have experience providing student support.
Knowledge of student information systems, such as Colleague, D2L, Courselink and other University systems is preferred.
Have experience supporting students, faculty, or academic programs.

Responsibilities

Coordinating course-related administrative processes, examinations, grade submissions, deferred and supplemental privileges, and academic documentation.
Supporting course outline management and ensuring compliance with university requirements.
Assisting with faculty, staff and student inquiries and providing guidance regarding academic administrative procedures.
Coordinating textbook orders and supporting specialized academic programs and initiatives like the OUPFB Field Course program.
Maintaining accurate academic records and ensuring adherence to established timelines and policies.
Serve as the primary backup to the Graduate Program Assistant.
Coordinate departmental operational processes and facilities-related activities including processing work orders; ordering supplies; providing duplicating services; booking meetings and rooms; and other associated office duties.
Administer departmental access control systems, key management, and room access permissions. Coordinate office, laboratory, and shared-space assignments.
Support health and safety administration and various committee activities.
Maintain departmental records, procedures, and digital resources, including SharePoint sites, departmental website and contribute to social media.
Develop electronic and digital forms to operate in a digital environment.
Develop process/procedural improvements and administrative efficiency initiatives.
Liaise with campus partners including IT Services, Physical Resources, Campus Safety Office, and Environmental Health and Safety.
Support operational planning and continuity across departmental administrative functions.
Respond to inquiries from students, faculty, staff, visitors, and external partners.
Provide guidance on departmental procedures and university processes.
Support users in navigating administrative, operational, and digital systems.
Build positive working relationships while ensuring a high standard of service delivery and professionalism.