Administrative Assistant to the Chair

Job title: Administrative Assistant to the Chair

Job description: Ontario Secondary School Teachers’ Federation District 35- Technician/Administrative/Research/Agricultural

Administrative Assistant to the Chair

Department of Psychology, College of Social and Applied Human Sciences

Hiring #: 2024-0060

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The Administrative Assistant to the Chair (Admin Assistant) reports to the Chair of Psychology 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 Psychology department offers 3 graduate programs (MA, MSc, PhD) over 4 fields of study and 2 collaborative programs as well as 4 undergraduate programs (BAH.PSYC, BAG.PSYC, Psychology Coop, BSc.NEUR). Independent action with minimal supervision is important in accordance with the University, employee groups, and University and departmental policies and procedures.

Reporting to the Chair of Psychology, the incumbent will be principally accountable for ensuring the efficient and timely operation of the PSYC programs. In addition, 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 administrative 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, as well as providing supervision of one (1) administrative support staff. 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 role maintains a close working relationship with the Dean’s Office, providing reporting on various departmental data and participating in college-wide administrative initiatives.

Requirements of the position include: College diploma in a related field (undergraduate degree preferred), and two (2) years’ administrative experience, or an equivalent combination of education and experience; demonstrated ability to participate in, and lead, an effective team; strong organizational, communication and writing skills; professional judgment, tact, diplomacy; a high level of professionalism, and the ability to self-manage and work both pro-actively and responsively under tight time-frames and completing priorities; strong computer skills including Microsoft Office Suite (Word, Excel, PowerPoint), online meeting platforms (Zoom, MS Teams, etc), FRS, UNIWeb, and other University-based information systems including HR. Previous experience or familiarity with financial management, human resource management would be considered an asset.

Position Number 294-065
Classification OSSTF/TARA, District 35 Salary Band 5*
Salary Range $26.72 Minimum
$29.84 Normal Hiring Limit
$36.16 Job Rate

*Tentative evaluation; subject to final review

At the University of Guelph, fostering a 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.

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