Administrative Assistant

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Job Requisition ID:
2026-03385
Time Type:
Full time
Employee Group:
Staff
Job Category:
Administrative Support
Employment Type:
Permanent
Department:
Faculty of Science - Biology - Administration
Hiring Range:
$61,954.88 - $77,443.60
Posting Information:
This posting is for an existing vacancy.
The internal posting deadline for this position is October 29, 2026 at 11:59PM
Job Description:
Primary Purpose
The Administrative Assistant is responsible for the efficient daily operations of the Chair’s office. The Administrative Assistant provides support, oversight and guidance for faculty recruiting, tenure and promotion, faculty merit, sabbaticals and academic appointments. The Administrative Assistant provides essential services to the department and facilitates smooth and efficient operations of department activities, in a manner consistent with the department’s goals and objectives. The Administrative Assistant meets directly with staff and faculty to communicate and disseminate essential information and provides confidential advice including interpretation of policies and procedures. The Administrative Assistant also provides critical special event and communications support for the department.
Key Accountabilities
Executive Assistant to the Chair
Provide comprehensive direction and guidance to the Chair to meet the teaching, research, outreach and advancement activities/goals of the department
Ensure the effective functioning of the Chair’s office through meeting management, document creation/management and travel arrangements; keeps the Chair apprised of priorities and urgent matters requiring immediate attention
Manage departmental systems for confidential/sensitive files, correspondence and database for Faculty, Cross-appointed Faculty, Adjunct Faculty, Sessionals, Post-Doctoral Fellows, Research Associates, visitors, volunteers, IVGS students
Provides direction and prepares confidential information on behalf of the Chair
Ensures continuity when transitioning academic administrators through effective record keeping, training and mentoring
Manages Chair’s calendar, schedule and activities; coordinates often unexpected changes to detailed arrangements
Faculty Relations Administration
Supports the Chair in recruiting, appointments, evaluations, promotion and retention of Faculty members
Provides direction and guidance to DACA chairs in the recruitment of new hires
Develops and manages processes for departmental recruitment and advertising according to Policy 76, including application systems, interview schedules, travel arrangements and logistics, appointment packages and preparation of UARC documentation
Leads onboarding and immigration procedures for new Faculty members; ensures all support services are arranged
Provides direction and guidance for Faculty Performance Evaluation process and timelines, in consultation with the Chair and according to the Memorandum of Agreement
Manages the Faculty Performance Evaluation submission process, including submission summaries and evaluation letters for faculty members on behalf of the Merit Review Committee
Manages the Promotion and Tenure process, in consultation with the Chair, according to Policy 77
Manages sabbatical submissions; informs faculty of deadlines, reviews requests in consultation with the Faculty of Science Administrative Officer and in accordance to Policy 3
Manages academic appointments and serves as a resource for policy and procedures related to academic appointments, overload, administrative appointments, leaves and retirements
Manages schedules, deadlines and documentation submitted to the Chair.
Departmental Administration
Manage appointments, renewals, immigration documents and onboarding for Post-Doctoral Fellows, Research Associates, Sessional Instructors, Visiting Researchers and IVGS students
Provides direction and guidance on policy changes and implementation
Organizes travel and logistics for Department Guest Seminar Series
Coordinates travel expense claims for faculty candidates, external guest speakers and visitors
Coordinates information for Academic Program Review brief including gathering faculty CVs, faculty statistical date and research output; coordinates site visit
Departmental Committee Resource
Provides resource support for departmental committees and sub-committees
Develops administrative structure for committee membership, membership recruitment and meeting operations; Manages confidential voting procedures for elected committees
Provides direction and advice to committee chair on procedures for formal submissions and contracts; works in partnership with Chairs to create final reports and submissions
Departmental Communications
Manage development and maintenance of department website, events calendar and social media accounts in accordance with the Faculty of Science strategic plan
Develop and maintain faculty, research and student group web pages using WCMS
Work with Science Communications staff to develop and prepare content for research impact stories
Manage electronic display Biology in consultation with Science Communications
Records minutes for monthly Executive and Department Meetings and posts to SharePoint
Update SharePoint site while ensuring proper permissions are in place to maintain security and confidentiality of posted documents
Departmental Events
Manage department events by developing itineraries, schedules, arranging travel logistics and catering. Events include Seminar Series, Teaching Retreats, Advancement/Outreach events, Annual Award Ceremony, Dept. social events, Faulty Recruiting, Visitors