Administrative Services Assistant - Integrative Biology

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University of Guelph’s Integrative Biology Department seeks an Administrative Services Assistant to support undergraduate academic administration, operations and student-facing services onsite in a dynamic, collaborative environment. Tip: highlight academic administration, student support and process improvements, and MS 365 proficiency on your resume. You’ll coordinate course processes, exams and grade submissions, manage records and digital resources, assist with textbooks and field programs, and back up the Graduate Program Assistant. The ideal candidate has a one-year college credential, up to 18 months of admin experience, strong customer service and organization. Proficiency with MS 365, SharePoint and related tools is required; familiarity with academic processes is a plus. Internal applicants, use the internal Career Page; apply by July 27, 2026. Salary Band 3, USW Local 4120.

Department: Integrative Biology
Position covered by the Collective Agreement with USW Local 4120

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. 
Career Opportunities (sapsf.com)

General Purpose

The Department of Integrative Biology is seeking a highly organized, forward-thinking, service-oriented Administrative Services Assistant to provide administrative support for the department's academic, operational, and student-facing activities.

This position plays a critical role in supporting the delivery of undergraduate academic programs while helping ensure the effective day-to-day operation of a large and dynamic academic department. The successful candidate will work closely with faculty, staff, students, and university partners, serving as a key resource for academic administrative processes, departmental operations, facilities coordination, and information management.

We are looking for an individual who demonstrates exceptional customer service skills, thrives in a fast-paced environment, and has experience supporting academic or educational administrative processes.

Duties and Responsibilities

Academic Administration

A significant component of this role involves coordinating undergraduate academic administration and supporting faculty, students, and academic programs. Responsibilities include:

• Coordinating course-related administrative processes, examinations, grade submissions, deferred and supplemental privileges, and academic documentation.
• Supporting course outline management and ensuring compliance with university requirements.
• Assisting with faculty, staff and student inquiries and providing guidance regarding academic administrative procedures.
• Coordinating textbook orders and supporting specialized academic programs and initiatives like the OUPFB Field Course program.
• Maintaining accurate academic records and ensuring adherence to established timelines and policies.
• Serve as the primary backup to the Graduate Program Assistant.

Departmental Operations

The successful candidate will:

• Coordinate departmental operational processes and facilities-related activities including processing work orders; ordering supplies; providing duplicating services; booking meetings and rooms; and other associated office duties.
• Administer departmental access control systems, key management, and room access permissions. Coordinate office, laboratory, and shared-space assignments.
• Support health and safety administration and various committee activities.
• Maintain departmental records, procedures, and digital resources, including SharePoint sites, departmental website and contribute to social media.
• Develop electronic and digital forms to operate in a digital environment.
• Develop process/procedural improvements and administrative efficiency initiatives.
• Liaise with campus partners including IT Services, Physical Resources, Campus Safety Office, and Environmental Health and Safety.
• Support operational planning and continuity across departmental administrative functions.

Customer Service and Support

This position serves as a primary point of contact for a diverse group of stakeholders and requires a strong commitment to providing responsive, professional, and solutions-focused service.

The incumbent will:

• Respond to inquiries from students, faculty, staff, visitors, and external partners.
• Provide guidance on departmental procedures and university processes.
• Support users in navigating administrative, operational, and digital systems.
• Build positive working relationships while ensuring a high standard of service delivery and professionalism.

Requirements

• Completion of a one-year community college program, preferably in Office Administration or a related field.
• Up to and including 18 months of progressively responsible administrative experience.
• Demonstrated experience in academic administration, educational administration, or a comparable administrative environment is considered a strong asset.
• Proven customer service experience with the ability to interact effectively and professionally with diverse stakeholders and provide effective solutions to a wide range of issues and inquiries. Must be able to take initiative to find solutions for departmental queries.
• Excellent organizational skills with the ability to manage multiple priorities, deadlines, and interruptions.
• Strong verbal and written communication skills, including exceptional attention to detail.
• Demonstrated experience working with Microsoft 365 applications, including Excel, SharePoint, Teams, OneDrive, and related collaboration tools.
• Demonstrated ability to learn and apply policies, procedures, and institutional processes.
• Ability to work independently while exercising sound judgment and discretion.

Preferred Qualification

You will excel in this role if you:

• Have experience working in a university, research-intensive, or similarly complex institutional environment.
• Demonstrate an understanding of policies and procedures that apply in an academic environment and will have experience providing student support.
• Knowledge of student information systems, such as Colleague, D2L, Courselink and other University systems is preferred.
• Have experience supporting students, faculty, or academic programs.

The Department of Integrative Biology supports a vibrant community of faculty, staff, students, researchers, and collaborators engaged in teaching, research, and service. This role provides an opportunity to make meaningful contributions to student success, academic administration, and departmental operations while working within a collaborative and supportive environment.

Employee Type: Regular 
Position Number: 10146013 
Classification: USW, Local 4120 Salary: Band 3

USW Local 4120 Wage Grid

*Tentative evaluation; subject to final 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: 07/20/2026  
Closing Date: 07/27/2026