OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create.

QUALIFICATIONS:

Required:

• Post-secondary degree or equivalent
• Minimum of three (3) years of administrative and/or Executive Assistant work experience, ideally in a post-secondary educational environment or related environment
• Advanced knowledge and ability to create digital documents, forms, templates and reports using Microsoft Office Applications, including, but not limited to Teams, Forms, Approvals, Adobe Sign, Docu Sign
• Advanced knowledge of Microsoft Outlook, Teams, To Do, Planner and Project, including: email organization & security, scheduling appointments, meetings and events, setting reminders, creating tasks, scheduling recurring events and sharing calendars with others. Ability to troubleshoot technical issues related to Teams to ensure seamless scheduling and communication
• Advanced interpersonal, communication, composition, organizational and analytical skills
• Advanced writing skills and ability to clearly draft content and articulate processes and communications in a diplomatic, cohesive, effective and well-structured manner
• Ability to synthesize, organize and circulate accurate minutes for University and Faculty committees in a timely manner
• Demonstrated ability to take initiative and work both independently and participate collaboratively in a dynamic and creative team environment
• Demonstrated attention to detail and organizational skills, and the ability to prioritize tasks and meet deadlines
• Demonstrated ability to handle confidential matters, sensitive situations, crises or challenging conversations with discretion and tact
• Demonstrated ability to prioritize tasks
• Demonstrated commitment to the principles of decolonization, equity and diversity; and experience promoting a respectful work and learning environment for students, staff and faculty

Compensation: OPSEU Unit 1, Appendix A, Grade A3; $27.56 to $35.76 per hour
Hours of Work: Monday to Friday, for a total of 35 hours per week. This is a temporary contract with an expected duration of one (1) year.
Mode of Work: On Campus

Interested internal permanent OPSEU Local 576 Unit 1 or temporary OPSEU Local 576 Unit 1 employees with one year of continuous service applicants are invited to submit an updated *resume and cover letter (PDF) , no later than Wednesday August 6th, 2025.

• Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job Code

As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
We encourage members of designated equity-deserving groups to self-identify within the voluntary Applicant Questionnaire.
In order to alleviate the under-representation of racialized and Indigenous administrators, priority in hiring will be given to qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is a special program under the Ontario Human Rights Code.
OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities.
All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.

• Act as the initial point of contact for individuals and groups bringing issues to the attention of the Dean
• Oversee the Dean & Associate Dean’s calendars to ensure that all University-wide events and external invites are promptly entered into the calendar. Ensure that days are scheduled effectively & efficiently; balancing in-office & home days, incorporating appropriate breaks, balancing competing priorities and meetings, problem-solving conflicts, and optimizing productivity
• Organize the Dean & Associate Dean’s tasks to ensure deadlines are met, providing reminders or follow-ups when needed, scheduling focus time, conducting research and compiling and requesting additional information; liaise with other internal/external stakeholders when needed; reviewing agendas and flagging talking points or contentious items
• Manage the Dean’s email inbox and prioritize communications, ensuring important emails are flagged and addressed, inquiries are responded to promptly and forwarded as needed, with follow-ups identified and tracked
• Provide high standard administrative support to the Dean, including, but not limited to:
• Drafting of the Dean’s communications
• Preparation of meeting agendas and presentation materials; minute taking
• Providing briefing materials to the Dean in advance of meetings, including agendas, reports and updates
• Coordination or execution of action items in follow up to meetings
• Maintaining accurate electronic files and filing systems
• Facilitating communication with other OCAD U units and/or external individuals and organizations
• Serve as Secretary to the Faculty Council, and other various ad hoc committees, as required
• Facilitate and support the Dean in administering Faculty Peer Reviews, Teaching Stream Permanence, Administrative Searches and Tenure-Track faculty hiring while ensuring confidentiality and privacy
• Assist in the reconciliation of the Dean’s discretionary financial accounts; coordinate the processing of travel receipts and other expense reimbursements; reconcile purchasing card statements
• In collaboration with the Coordinator, Outreach & Special Projects, coordinate special projects and fundraising efforts
• Assist the Dean, Associate Dean and Manager with the planning and execution of special projects and events that contribute to the successful operation of the Faculty of Art office