Job Description:
The Faculty of Science & Technology offers a range of undergraduate programs that prepare students for careers across the sciences and technology fields. The School of Computing Sciences & Mathematics is an important part of the Faculty, offering a Bachelor of Computer Information Systems, a Bachelor of Science in Computer Science, and a Bachelor of Science in Data Science, as well as minors in Computer Information Systems, Data Science, Mathematics, and Mathematics for Elementary Education. This position supports both the School of Computing Sciences & Mathematics and the Dean’s Office within the Faculty of Science & Technology.
Reporting to the Dean, the Faculty/School Administrative Assistant provides front-line, day-to-day administrative support to the School of Computing Sciences & Mathematics and the Dean’s Office. The role supports a welcoming and well-organized office environment, coordinates routine scheduling and communications, and assists with a range of academic and administrative processes. This position supports both areas on an approximate 50:50 basis over time. The distribution of work will vary from week to week, however, based on operational needs, deadlines, and peak activity periods in each area. The role works under the day-to-day direction of designated administrative roles in the School and Dean’s Office and contributes to the smooth coordination of priorities across both areas.
The successful candidate will provide front office service, support meetings and events, assist with document preparation and records organization, and help ensure the smooth operation of routine workflows across two busy academic environments. This position also provides dedicated administrative support to members of the Faculty leadership team and contributes to responsive, professional service for students, employees, and visitors. This position is a full-time role working 35 hours per week.
- Act as a first point of contact in the School for in-person, phone, and email inquiries, responding directly where appropriate and routing inquiries as needed.
- Provide general administrative support to the School and Dean’s Office, including scheduling, meeting coordination, document preparation, correspondence, and records organization.
- Support faculty and leaders with calendars, meeting logistics, action items, and routine communications.
- Assist with academic and operational processes such as timetable and scheduling support, sessional contract preparation, textbook ordering, and onboarding coordination.
- Support Faculty-level committees and events through meeting logistics, minute taking, formatting materials, and follow-up coordination.
- Assist with routine financial and administrative processes, including reconciliations and travel-related documentation.
- Maintain office supplies, equipment, shared spaces, shared email accounts, mail distribution, and printing/photocopying coordination.
- Liaise with internal service units such as Facilities, ITS, the Registrar’s Office, and the Bookstore to support day-to-day operations.
- Other related duties as assigned.
- Two-year diploma from a university or equivalent post-secondary program, along with a minimum of two to three years of progressively responsible administrative experience in a busy office environment.
- Experience in a post-secondary setting is preferred.
- Strong service orientation and professional communication skills.
- Excellent organizational skills and the ability to manage multiple priorities and deadlines.
- Strong attention to detail and accuracy in document preparation, scheduling support, contracts, and routine financial documentation.
- Sound judgment, discretion, and the ability to handle confidential information appropriately.
- Strong computer skills, including proficiency with Google Suite and Microsoft Office products, and the ability to learn institutional systems and processes.
- Ability to work calmly and effectively in a busy environment with frequent interruptions and shifting priorities.
- Experience supporting meetings, calendars, records, and routine administrative workflows.
Closing Date: June 5, 2026
A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 4321, CV.pdf).
