Departmental Assistant - Temporary/AppD Replacement

Fanshawe Toronto@ILAC•London, ON

5d•Onsite

About The Position

This is a temporary, full-time vacancy for a Departmental Assistant within the Faculty of Science, Trades, Technology, and Design at Fanshawe College. The position is for a regular full-time temporary role until November 12, 2027, with a daily on-campus in-person work schedule. This role is considered a critical replacement vacancy. The Assistant plays a key role in supporting the day-to-day administrative operations of an academic or service department. As a front-line support position, the Assistant provides clerical and customer service support to faculty, staff, and students, and ensures that departmental processes are executed efficiently and according to standard procedures. This role is often the first point of contact for students and external guests, requiring strong interpersonal and organizational skills.

Requirements

Post-secondary 2 year diploma or equivalent in office administration, business administration, or a related field
Minimum 2 years of relevant administrative or clerical experience in an office or customer service environment
Experience responding to inquiries in person, by phone, or via email in a professional setting
Demonstrated ability to perform data entry, maintain filing systems, and handle routine office tasks with accuracy and attention to detail
Familiarity with using standard office software (e.g., Microsoft Word, Excel, Outlook) and basic office equipment (e.g., printers, copiers, scanners)
Strong organizational skills, time management skills and attention to detail
Ability to multi-task and work independently
Excellent verbal and written communication skills
Transcripts are mandatory as a condition of employment.

Responsibilities

Act as the first point of contact for students, faculty, staff, and visitors, providing friendly and professional service in person, by phone, and via email
Respond to general inquiries, provide information on departmental services, and direct individuals to the appropriate resources or personnel
Maintain a welcoming reception area and ensure that visitors are greeted and supported appropriately
Triage and escalate inquiries when necessary, using sound judgment and established procedures
Prepare basic administrative documents, including forms, notices, sign-up sheets, and routine correspondence, while also handling the pickup and delivery of materials throughout the College as needed
Input and update data into institutional systems (e.g., student information systems, scheduling platforms) with a high degree of accuracy
Assist with tasks related to course scheduling, room bookings, or exam coordination in collaboration with faculty or administrative colleagues
Support document formatting, photocopying, scanning, and printing tasks
May be responsible for managing invoices, ensuring accurate financial tracking, and notify the Manager/Director of abnormalities
Monitor inventory levels and maintain adequate supplies of office materials
Place orders for office or instructional supplies using approved purchasing procedures
Track supply usage and delivery timelines; follow up with vendors or purchasing teams as needed
Submit service requests for office equipment maintenance (e.g., printers, copiers) and ensure timely resolution
Maintain organized filing systems (electronic and paper) for departmental records, correspondence, and student-related documents
Ensure documents are filed in accordance with privacy regulations and institutional policies
Perform photocopying, scanning, and archiving duties as required to support operational efficiency
Assist in preparing records for audits, reviews, or departmental reporting
Track compliance records, including WHMIS training documentation, ensuring all faculty and staff meet regulatory requirements
Provide general administrative assistance to department faculty and staff, including scheduling support, room setup, or distributing materials
Assist with the coordination and logistics of department meetings, workshops, or small events
Take and circulate meeting notes when requested
Participate in departmental projects or initiatives by completing assigned clerical tasks