Administrative Assistant

**Administrative Assistant**

**Tracking Code**:req1728

**Faculty/Department**: Faculty of Engineering and Applied Science

**Number of Positions**:1

**Appointment Type**: Full-Time Continuing

**Hours of Work**: 35 hours per week

**Salary Range**:Level 6 - Starting Salary, Step 1 $62,905

**Posting Date**:August 27, 2025

**Closing Date**: September 3, 2025 (7:00 pm EST)

**Job Summary**: The Administrative Assistant, under the direction of the Department Chair, provides administrative support to the assigned Department within the Faculty of Engineering and Applied Science (FEAS).

**Nature of work**:
Reporting to the Director of Planning and Operations (DPO), the Administrative Assistant works closely with the DPO and the Department Chair of the assigned portfolio, providing administrative support to the Dept Chair, faculty and members of the Department and Faculty of Engineering and Applied Science.

**Responsibilities/accountabilities**:
Departmental Administrative Assistance
- Provides administrative support directly to the Department Chair for successful day to day operations of the department
- Maintains and supports the Chairs calendar, scheduling of appointments for internal and external stakeholders
- Provides support in drafting and reviewing correspondence from the Department Chair to all stakeholders
- Provides front-line contact for the Department in all departmental matters, representing the Chair and Department in related meetings
- Serves as Secretary to Department Council(s)/Meetings and provide administrative support for all major departmental committees, such as the Undergraduate Curriculum Committees, Canadian Engineering Accreditation Board Committees, and Industrial Advisory Committee
- Supports communication and marketing efforts of the department including but not limited to, producing departmental newsletters and ensuring content accuracy on the Departments website
- Supports the Department Chair for all academic program and accreditation reviews
- Supports the organization and planning of all related Departmental/Faculty events

Human Resources Support
- Supports the Department Chair (Chair of the Teaching Assistant committee) and other Committee members on the collection of course instructor and TA surveys in TA/course preferences, and the administrative processing of assignments for TAships, including generating TA contracts and communicating with Tas and course instructors on all related matters
- Coordinates with the Department Chair and the Director of Planning and Operations on the administration of Limited Term Faculty Member (LTFM) contracts for the department including the posting of these positions on the university website and the creation of the LTFM contracts in the Employee Personnel Action Form (EPAF) Banner system
- Coordinates and support the creation of all departmental research contracts including Post Doctoral Fellows, Research Associates, Research Assistants and Research Technicians contracts, and the completion of these contracts in the Employee Personnel Action Form (EPAF) Banner system

Student and Faculty Support
- Provides support in the processing of all documents requiring Department Chair sign-off and approval including final grade re-appraisals, elective approval forms, academic considerations, letter of permissions, course assessment/substitutions and others as required
- Provides administrative support to faculty members including: drop box requests; coordinating class and office hours summary, cancellation notices; and ad hoc faculty member requests
- Reviews student capstone expense claims to ensure all supporting documentation is included for submission to the Dean’s Office for full expense review
- Collects midterm and final exam requirements for submission to Dean’s Office

**Required Skills**:

- Completion of a Post-secondary education or equivalent combination of education and/or experience
- A minimum of one to three years of successful experience in a client services role
- Administrative experience in an academic environment, including knowledge of university policies and procedures would be considered an asset
- Attention to detail, confidentiality and the ability to manage high volume and multiple demands
- Excellent communication and interpersonal skills with a demonstrated ability to handle faculty, staff and students with tact and diplomacy
- Intermediate in MS Word, Excel and PowerPoint

**Required Education**:
Completion of a Formal Post-Secondary/College Program of Two Academic Years
- Verification of Academic credentials may be required

**Required Experience**:

- **A minimum of one to three years of experience, preferably in an academic environment

**How to Apply**:
Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspect