Administrative Assistant, Academic

**Regular/Temporary**
- Regular

**Job Title**
- Administrative Assistant, Academic (Hybrid)

**Job ID**
- 71937

**Location**
- Ron Joyce Centre

**Open Date**
- 09/15/2025

**Job Type**
- Continuing

**Close Date**
- 09/24/2025

**Employee Group**
- Unifor Unit 1, Staff

**Favorite Job**

**Department**
- RJC Student Experience

**Salary Grade/Band**
- Grade 6

**Salary Range**
- $22.94 - $36.83 (hourly)

**Hours per Week**
- 35

**Posting Details**

Schedule

Monday - Friday, 8:30am - 4:30pm (Hybrid schedule)

Education Level

2 year Community College diploma in Office Administration or related field of study.

Career Level

Requires 3 years of relevant experience.

Location

Ron Joyce Centre, Burlington

Anticipated Start Date

September 30, 2025

Employment Type

Continuing

Union, JD

UNIFOR, Local No. 5555 (Unit 1), JD0677

**UNIT DESCRIPTION**:
DeGroote’s Student Services team supports all students at the DeGroote School of Business - BCom, MBA, specialized graduate programs, and PhD students. As an integrated team, we champion new ideas, collaborate across boundaries, and learn continually to deliver a consistent and inspiring student and faculty experience. Our school’s culture is captured by three values: Generosity, Innovation, and Collaboration. The Administrative Assistant (Academic) plays a pivotal role in supporting MBA faculty and academic operations, while also serving as the first point of contact at the RJC Faculty Suite front desk. This position is responsible for coordinating and scheduling academic activities, managing the flow of information, and fostering a welcoming and efficient office environment. By providing high-quality administrative and academic support, the Administrative Assistant ensures that both faculty and students receive timely, accurate, and professional service. The role requires balancing faculty-facing responsibilities with front-line student support, while consistently demonstrating accuracy, professionalism, and efficiency. This position is based at the Ron Joyce Centre in Burlington, ON.

**JOB SUMMARY**:
Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.

**PURPOSE AND KEY FUNCTIONS**:

- Identify and analyze problems with the program and prepare recommendations for review and approval.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case by case basis.
- Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements.
- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
- Create financial projections and make adjustments to the program budget throughout the fiscal year.
- Deliver a variety of academic program or department presentations.
- Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
- Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
- Compile course information and update course calendar information.
- Provide program and admissions information to potential applicants, students and faculty.
- Act as a liaison between students and the various individuals and offices within and external to the department.
- Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed and deadlines are adhered to.
- Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
- Monitor student course registration and provide electronic permissions to allow students to enroll in limited enrolment courses.
- Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Gather and compile the paperwork required to facilitate hiring and payment processes.
- Input financial and employee information required to process pay.
- Write a variety of documents such as correspondence, reports, and meeting minutes.
- Format, word process, edit, and proofread a variety of document