Administrative Assistant to the Chair, Political Science

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

Temporary full-time from 05/18/2026 to 01/15/2027
Temporary Absence of the Regular Incumbent

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 Administrative Assistant to the Chair reports to the Chair of Political Science and is responsible for the efficient and timely operation of the administrative office which supports the Chair, faculty, staff and students in all of their endeavours. This involves multi-tasking, adherence to multiple deadlines, providing information to faculty, staff and students regarding all aspects of academic and administrative procedures and policies. The Political Science department offers undergraduate programs in Political Science and Justice and Legal Studies (JLS); two graduate programs (MA, PhD in Political Science); and two collaborative programs (undergraduate - Criminal Justice and Public Policy; graduate - Criminology and Criminal Justice Policy).

Duties and Responsibilities

Key job responsibilities include:

• Oversight of day-to-day departmental operations, space and key management, and planning of special events
• Financial administration and budget support: oversight of the departmental budget, preparing and reconciling financial reports, payment processing, expense claim processing, and advising the department on policies and procedures
• Human resources administration: coordinating HR processes at the department level, records management, tracking time and scheduling, and ensuring compliance with relevant collective agreements (e.g. CUPE 3913)
• Academic administration: oversight of course scheduling, examinations, invigilation, course evaluations, grade submission processes, enrolment, and advising faculty and students on academic procedures
• Stewarding the tenure and promotion process at the department level: answering faculty questions, coordinating committee meetings, distribution of materials, administering elections, and preparing documentation for submission to the college-level committee
• Administrative support to the Department Chair: providing high-level administrative support t the Chair, including correspondence, calendar management, meeting coordination, report preparation, committee support, minute taking, and assistance with faculty recruitment and onboarding

Requirements

Requirements of the position include:

• Minimum 1-year post-secondary degree (undergraduate degree preferred) in Business Administration, Accounting, or Human Resources Management or in a related field
• Minimum of two and a half (2.5) years administrative experience, or an equivalent combination of education and experience;
• Experience with financial management and human resources management is essential for this position
• Excellent communication skills and highly developed interpersonal skills with the ability to build strong working relationships
• Exceptional organizational skills planning skills with ability to meet deadlines and adapt to changing priorities
• Ability to act in professional manor with tact, diplomacy, and confidentiality
• Critical thinker and problem solver with the ability to apply analysis and professional judgement to solve complex issues
• Strong computer skills including Microsoft Office Suite (Excel, Word, Powerpoint, Outlook 365), Adobe, and the ability to learn and adapt to specialized software systems at the University of Guelph (i.e. FRS, UniWeb, HRMS, HR Time Entry, etc)
• Preference will be given to candidates who have experience with SAP SuccessFactors HRMS (aka Gryphons At Work), UKG Time & Scheduling software, FRS, Concur, UniWeb, and other University systems
• Experience working in higher education, or the public sector is an asset

Employee Type: Temporary Full-Time
Position Number: 10293008
Classification: OSSTF/TARA, District 35 Salary: Band 5
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: 04/16/2026
Close Date: 04/30/2026