Associate Dean’s Assistant

Department:      Design and Visual Arts 
Campus:         Barrie
Classification:    Support Staff        
                         Posting Date:     April 8, 2026     
Hourly Pay Rate:     PB E: $29.83 (start rate) – $34.42 (4-year rate)
Hours Per Week:    35 hours per week     
Status:        Contract (Appendix D)
Effective Date:        ASAP – September 30, 2027     
THIS IS A TEMPORARY REPLACEMENT POSITION FOR A BARGAINING UNIT EMPLOYEE.  Terms and conditions of employment are as outlined in the Support Staff Collective Agreement.

Reporting to the Associate Dean the incumbent provides administrative support and is the first point of contact to the Associate Dean, Design, Visual Arts, and Computer Studies and the Dean, Arts, Engineering, Trades, and Technology.  In addition, the incumbent provides day to day support to the academic area, special projects, committees, and portfolio activities / events.  Specific duties include, but are not limited to:

• Act as first point of contact and resource in the Associate Dean offices for students, staff, and the general public, which includes performing initial triage to determine needs, answering inquiries, providing information and initial problem solving resolutions, and make referrals when appropriate
• Open and prioritize mail, as well as compose and distribute correspondence
• Schedule meetings / appointments and organize the Associate Dean’s calendar 
• Arrange travel accommodations and transportation as required
• Submit / reconcile expenses (i.e. MasterCard statements)
• Maintain current contact lists and confidential records (i.e. student complaint files
• Develop and maintain filing systems 
• Collect, research, compile and analyze information to produce statistical or narrative summaries for the Associate Dean  
• Provide administrative support for projects, proposals, or templates  
• Liaise with faculty, staff, other academic areas, and departments on behalf of the Associate Dean(s)
• Arrange non-contact, SWF, performance evaluation, student appeal / complaint, and Program Coordinator meetings 
• Track faculty and staff performance review cycles
• Assist the Associate Dean with new staff / faculty Health and Safety orientatio
• Provide health and safety representatives with access to spaces within the building, and answer general inquiries, on portfolio walkabouts
• Place various work orders with Facilities Management, IT support, and media services as required
• Support various committees and meetings by establishing and coordinating meeting dates, producing agendas or materials for meetings, taking and transcribing meeting minutes, and following up on action items
• Plan events and arranging meeting locations and details for Associate Dean’s external committees and commitments
• Assist with planning, organizing, and implementing special events (such as school visits, recruitment events, meetings with industry or college sector partners) and portfolio events (such as The Scholarship Show) which may include coordinating activities, catering, and/or logistics
  
  QUALIFICATIONS:
• Successfully completed a two year postsecondary diploma in a relevant field of study that may include, but is not limited to, office administration or business administration 
• Three years’ experience in an office environment providing administrative support services where duties included providing  project management and  front line customer service
• Experience providing support to special projects/events
• Experience providing support to diverse committees including (logistics, minute taking, follow up items, etc.)
• Experience arranging travel logistics for individuals and teams
• Computer skills at an intermediate level and experience using Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Visio and Access) to answer inquiries, prepare correspondence, track data, and draft presentations 
• Experience working in a Financial Information System (preferably PeopleSoft)
• Demonstrated professional communication skills (written and oral)
• Proven interpersonal skills with the ability to interact with external and diverse clients as well as all levels of an organization with professionalism, diplomacy and tact
• Organizational and time management skills with the ability to manage a variety of projects / tasks simultaneously
• Ability to maintain a high level of confidentiality to assist the Associate Dean(s) (i.e. reports, proposals etc.) and handle information with discretion
• Ability to critically analyze information, interpret requests and make decisions in accordance with prescribed procedures and practices of the organization
• Proven ability to work independently, self-initiate and to promote a strong team environment
• Working knowledge of a  Student Information System (preferably Banner) would be an asset

Georgian College supports diversity, equity and a workplace free from harassment and discrimination and is committed to an inclusive, barrier-free environment. We invite applications from all qualified candidates and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to persons of Indigenous ancestry, racialized persons, persons with disabilities, women and members of the 2SLGBTQ+ community. If you are contacted to participate in the interview, please advise the coordinator of any accommodations needed with respect to any materials or processes used to ensure you have access to a fair and equitable process.

Alternate formats will be provided upon request throughout the recruitment and selection process.

Applications for this position must be received by 11:59 p.m. on April 17, 2026. While we thank all applicants, only those contacted for an interview will be acknowledged.