FACULTY SERVICES ASSISTANT

Tracking Code: req1727
Faculty/Department: Faculty of Business and Information Technology
Number of Positions: 1
Appointment Type: Full-Time Continuing
Hours of Work: 35 hours per week
Salary Range: Level 6 - Starting Salary, Step 1 $62,905
Posting Date: August 27, 2025
Closing Date: September 3, 2025 (7:00 pm EST)
Job Summary:
Reporting to the Director, Planning and Operations (DPO), the Faculty Services Assistant provides a wide range of high-level administrative and operational support to the Faculty of Business and Information Technology (FBIT). This role often involves interacting with faculty, staff, and students.

REQUIRED SKILLS:

• This role often involves interacting with faculty, staff, and students, and requires a positive attitude with a genuine customer service orientation
• Excellent written communication and interpersonal skills, with demonstrated ability to exercise a high degree of professionalism, good judgment, and discretion
• A demonstrated aptitude for successfully working in a team-oriented environment with proven ability to establish rapport and adapt to various personalities and work styles
• Strong organizational skills with a proven ability to manage multiple tasks, prioritize effectively, with competing demands, deadlines and frequent interruptions. Must be able to take initiative and anticipate the needs of a diverse client group
• Strong attention to detail and the ability to process information with high levels of efficiency and accuracy in a fast-paced environment
• Working knowledge of policy and procedures framework, as well as application of collective agreements, is preferred
• High level of computer literacy and demonstrated ability to quickly adapt to new technologies. Possess some experience in database maintenance, analytics and report writing systems
• Working knowledge and a high level of proficiency in using software and computer programs such as Windows, Microsoft Office, G-Suite, Adobe applications and other relevant software
• Willing and able to work flexible hours to meet deadlines and to attend evening or weekend events and activities

EDUCATION:

• Completion of a 2-year minimum post-secondary education related to business administration
• Exposure to study areas such as analytics and artificial intelligence would be an asset
• An equivalent combination of education and related experience may be considered. A University degree is preferred
• Verification of Academic credentials may be required

REQUIRED EXPERIENCE:

• Over 1 year of increasingly related experience in business administration, with consideration given to a post-secondary academic environment, in a support role with a focus on client service and a team-oriented approach
• 3+ years of experience of related experience is strongly preferred
• General understanding of program topics related to Commerce and Information Technology, including business, analytics, artificial intelligence, IT and cyber security, and computer science would be an asset

• Act as a first point of contact for inquiries from faculty, staff, and students, providing initial information and support related to the administration and operations of the Faculty, including University policy and procedures, collective agreements or other, escalating questions and concerns to the DPO as necessary
• Provide support to the DPO, the Associate Deans (ADs), the Graduate and Undergraduate Program Director(s) (PDs), and committees formed for Faculty-related administration and operations, for example, teaching assistant allocations and assignments
• Coordinate with the DPO and/or faculty, the hiring and assignment process for Sessionals, Teaching Assistants, research personnel, and other part-time academic and non-academic personnel
• Process part-time academic and non-academic personnel contracts, in accordance with University policies and procedures, and collective agreements, including the posting of positions, the generation and the completion of contracts in University-related systems
• Communicate and coordinate with hires and other University units on most onboarding and offboarding-related matters
• Assist with the monitoring and reconciliation of Faculty budget and forecast, reports from other University Units, reviewing for accuracy and budget compliance, and reporting variance or issues to the DPO as necessary
• Facilitate Faculty-related purchases of goods and services, liaising with Purchasing and Finance to create purchase orders, track purchases, delivery and payment or any other issues as required
• Assist with office and space planning, including coordinating with Facilities and OCIS departments regarding logistical activities
• Support the tracking and monitoring of Faculty resources, such as space allocations and utilization, asset purchases and distributions
• Facilitate the collection and tracking of Faculty data, such as non-academic contracts, student evaluations, course information, and sessional performance evaluations
• Maintain and modify databases, records and files to aid in the production of reports and analysis of data in support of Faculty administration and operations
• Provide assistance and support to team members and contribute to special projects within the Faculty and university-wide events as required
• Other related duties as assigned by the Director of Planning and Operations