Administrative Assistant - Limited Term
Tracking Code: req1684
Faculty/Department: Faculty of Engineering and Applied Science
Number of Positions: 1
Appointment Type: Limited Term
Hours of Work: 35 hours per week
Salary Range: Level 6 - Starting Salary, Step 1 $62,905
Posting Date: July 31, 2025
Closing Date: August 8, 2025 (7:00 pm EST)
Job Summary: The Administrative Assistant, under the direction of the Department Chair, provides administrative support to the Department of Automotive and Mechatronics Engineering (AME) within the Faculty of Engineering and Applied Science.
Nature of work: Reporting to the Director of Planning and Operations (DPO), the Administrative Assistant works closely with the DPO and the AME Department Chair providing administrative support to the Dept Chair, faculty and members of the AME Department and the Faculty of Engineering and Applied Science (FEAS).
Responsibilities/accountabilities:
Provide administrative assistance to the Department Chair, including: maintaining calendar and scheduling of appointments; scheduling all departmental meetings and taking minutes; supporting the Chair in daily work, communication, email, phone, etc.; and provide support for correspondence with Dean, Associate Dean, HR, Lab Manager, and other key stakeholders
Provide front-line contact for the department and all undergraduate departmental matters
Serve as Secretary to Department Council(s)/Meetings and provide administrative support for all major departmental committees, such as the Undergraduate Curriculum Committees, CEAB Committees, and Industrial Advisory Committee
Support the Department Chair, Chair of the TA committee and other committee members on the collection of courses instructor and TA surveys in TA/course preferences, and the administrative processing of assignments for TAships including generating TA contracts and communicating with TAs on all related matters
Coordinate with the Department Chair and the Director of Planning and Operations on the administration of Limited Term Faculty Member (LTFM) contracts for the department including the posting of these positions on the university website and the creation of the LTFM in the Employee Personnel Action Form (EPAF) Banner system
Coordinate and support the creation of all departmental research contracts including Post Doctoral Fellow contracts, Research Associates, Research Assistants, and Research Technicians contracts, and the completion of these contracts in the Employee Personnel Action Form (EPAF) Banner system
Provide support in the processing of all documents requiring Department Chair sign-off and approval including final grade re-appraisals, elective approval forms, academic considerations, letter of permissions, courses assessments/substitutions and others as required
Provide administrative support to faculty members including: drop box requests; posting class and office hours; cancellation notices; and ad hoc faculty member requests
Review student capstone expense claims to ensure all supporting documentation is included for submission to the Dean’s Office for full expense review
Collect midterm and final exam requirements for submission to Dean’s Office
Other duties as assigned by the Department Chair in support of the Department and Faculty
Required Skills:
Post-secondary education or equivalent combination of education and/or experience
A minimum of one to three years of successful experience in a client services role
Administrative experience in an academic environment, including knowledge of university policies and procedures would be considered an asset
Attention to detail, confidentiality and the ability to manage high volume and multiple demands
Excellent communication and interpersonal skills with a demonstrated ability to handle faculty, staff and students with tact and diplomacy
Intermediate in MS Word, Excel and PowerPoint
Required Education:
Completion of a Formal Post-Secondary/College Program of Two Academic Years.
- Verification of Academic credentials may be required
Required Experience:
A minimum of one year of experience, preferably in an academic environment
How to Apply:
Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until August 8, 2025 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.
This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website https://ontariotechu.ca and which may be amended from time-to-time.
Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.
Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.
If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy
The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.
Job Location: Oshawa, Ontario, Canada
Expected Start Date: 8/18/2025
Expected End Date: 8/3/2026
