Senior Administrative Assistant

Department: Registrar
This position is covered by the Collective Agreement with the Ontario Secondary School Teachers' Federation District 35 - Technician/Administrative/Research/Agricultural

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General Purpose

Reporting to the University Registrar, the Senior Administrative Assistant provides comprehensive senior-level administrative and operational support to the Office of Registrarial Services, Instiutional Research and Planning and the Office of Graduate and Postdoctoral Studies and their broader teams. The incumbent plays a key role in supporting the effective day-to-day operation of the offices through the coordination of administrative activities, preparation of correspondence and reports, management of confidential information, and facilitation of communication and workflow across the portfolio.

The Senior Administrative Assistant exercises sound judgment, initiative, discretion, and professionalism when managing competing priorities and responding to sensitive and time-sensitive matters. The role also provides human resources and operational administrative support, including recruitment coordination, onboarding, and time and attendance administration, while contributing to efficient and consistent administrative processes.

Duties and Responsibilities

1. Executive and Administrative Support

• Provide comprehensive administrative support to the University Registrar, including calendar management, meeting coordination, appointment scheduling, and the organization of meetings and events.

• Coordinate meeting logistics, prepare agendas, compile background materials, record meeting minutes, and monitor follow-up actions as required.

• Draft, edit, and proofread correspondence, reports, presentations, briefing materials, and other documentation on behalf of leadership.

• Review, prioritize, and coordinate incoming communications and requests, ensuring matters are directed appropriately and addressed within established timelines.

• Maintain organized electronic and physical records, filing systems, and administrative documentation in accordance with university policies and procedures.

• Coordinate travel arrangements, expense submissions, purchasing requests, and other administrative requirements as needed.

2. Human Resources and Recruitment Administration

• Provide administrative support for recruitment and staffing activities, including coordinating recruitment schedules, arranging interviews, communicating with candidates and hiring departments, and preparing related documentation.

• Support onboarding activities for new employees, including coordinating documentation, communicating onboarding requirements, and facilitating access to relevant resources and systems.

• Assist with the preparation, maintenance, and processing of human resources documentation, ensuring accuracy, confidentiality, and compliance with applicable university policies and procedures.

• Complete and coordinate time and attendance entries, leave documentation, and related employment administration within established timelines.

• Maintain confidential employee records and support the timely processing of staffing changes and other human resources transactions.

• Liaise with Human Resources and other university departments to resolve administrative questions and facilitate the completion of required processes.

3. Operational and Financial Administration

• Support the day-to-day operational needs, identifying administrative requirements and coordinating activities to maintain effective office operations.

• Process purchasing requests, invoices, expense claims, and other financial documentation in accordance with university procedures.

• Monitor office supplies, equipment, and service requirements, coordinating orders and maintenance as necessary.

• Assist with the development, documentation, and maintenance of administrative procedures, templates, tracking tools, and workflow processes.

• Maintain records and tracking systems to support the monitoring of deadlines, outstanding requests, and operational activities.

• Identify opportunities to improve administrative efficiency, consistency, and service delivery.

Requirements

• Minium 2-year college diploma in Business Administration

• 2-3 years of prior experience providing administration support to senior level positions

• Or equivalent combination of education and experience

Employee Type: Regular
Position Number: 10928266
Classification: OSSTF/TARA, District 35 Salary: Band 6
OSSTF/TARA Wage Grid

*Tentative evaluation; subject to committee review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 10/29/2026
Close Date: 11/11/2026