Administrative Assistant to the Chair

Department: Political Science
This position is covered by the Collective Agreement with the Ontario Secondary School Teachers' Federation District 35 - Technician/Administrative/Research/Agricultural

Temporary full-time from 02/03/2025 to 11/14/2025

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)

General Purpose

The Administrative Assistant to the Chair (Admin Assistant) reports to the Chair of Political Science and is responsible for the efficient and timely operation of the administrative office which supports the Chair, faculty, staff and students in all of their endeavours. This involves multi-tasking, adherence to multiple deadlines, providing information to faculty, staff and students regarding all aspects of academic and administrative procedures and policies. The Political Science department offers undergraduate programs in Political Science and Justice and Legal Studies (JLS); two graduate programs (MA, PhD in Political Science); and two collaborative programs (undergraduate - Criminal Justice and Public Policy; graduate - Criminology and Criminal Justice Policy). Independent action with minimal supervision is important in accordance with the University, employee groups, and University and departmental policies and procedures.

Duties and Responsibilities

The Admin Assistant provides support in financial management by preparing financial reports, maintaining records, overseeing departmental accounts, preparing budget forecasts and more. The Admin Assistant performs Human Resource management and supervision duties by entering and maintaining all staff and faculty appointments in HRER, reporting and tracking vacation, sick leave, hourly appointments, etc., and facilitating the hiring process for all new hires. The Admin Assistant also prepares and distributes all documentation relating to annual Tenure and Promotion meetings and provides additional training and support for faculty use of the Tenure and Promotion record-keeping system (e.g., UNIWeb). Administrative support to the Chair is provided by monitoring phone calls, daily calendar, minute taking, agenda preparation and other administrative support as required. The Admin Assistant maintains a close working relationship with the Dean’s Office, providing reporting on various departmental data and participating in college-wide administrative initiatives.

Requirements

• 1 year Community college (undergraduate degree preferred) in Business Administration, Accounting or Human Resources Management or in a related field, and two and a half (2.5) years administrative experience, or an equivalent combination of education and experience;
• Experience with financial management and human resources management is essential for this position
• Excellent communication skills and highly developed interpersonal skills with the ability to build strong working relationships
• Exceptional organizational skills planning skills with ability to meet deadlines and adapt to changing priorities
• Ability to act in professional manor with tact, diplomacy, and confidentiality
• Critical thinker and problem solver with the ability to apply analysis and professional judgement to solve complex issues
• Strong computer skills including Microsoft Office Suite (Excel, Word, Powerpoint, Outlook 365), and the ability to learn and adapt to specialized software systems at the University of Guelph (i.e. FRS, HRER, UniWeb)
• Experience working in higher education, or the public sector is an asset

Employee Type: Temporary
Position Number: 10917938
Classification: OSSTF/TARA, District 35 Salary: Band 5
OSSTF/TARA Wage Grid

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 01/21/2025
Close Date: 02/04/2025