Administration Technician - Program Deans Office

Reference: S-246816-67 Deadline Date: August 31, 2026 11:59 PM EDT IMPORTANT: Permanent, full-time M-F 8:30am-4:30pm JOB SUMMARY: UNDER THE GENERAL AUTHORITY OF THE ACADEMIC & PROGRAM DEANS AND THE DIRECT SUPERVISION OF THE MANAGER OF ACADEMIC SUPPORT TO PERFORM VARIOUS TECHNICAL AND ADMINISTRATIVE TASKS TO SUPPORT THE DEANS IN THE ACTIONS AND STRATEGIES RELATED TO THEIR WORK PLANS AND ACADEMIC INITIATIVES. Duties And Responsibilities Provide Technical and Administrative Support to the Academic Dean and Program Deans, their committees, projects, and programs/departments as assigned by Supervisor. i.e. Preparation of draft agenda, minute taking, follow up on action items, communicating with all departments concerned, tracking motions, compiling annual reports, etc. Coordinate meetings, communication, and research, with relevant participants (Committees, programs, Deans, departments, etc.) Assist in formulating surveys, tabulating results, and highlighting trends from said research. Collect data on special projects of an administrative nature (i.e. audit the implementation of college policies, and department work plans), tabulate, scrutinize, question, and analyze the results. Evaluate and promote pedagogical innovation using research, data collection, and analysis. Assist in the development of Quality Assurance processes and criteria in the academic sector including Program Deans Office Procedures. Assist Program Deans in preparation for CRT (Allocation) process, i.e, by analyzing Clara data Support the Program Deans with the administration and tracking of External and/or Internal Releases. Compile capital request submissions based on evaluation in conjunction with Academic Dean and Program Deans; this may involve seeking out further information and liaising with all departments concerned. Monitor departmental budgets by regular verification of available budget amounts, highlighting any trends or extraordinary transactions, and execute further analysis as may be required. Provide guidance and interpretation to Chairs re departmental budgets. Participate in the Evaluation of Teaching through the administration of surveys Research and compile data from the “Evaluation of Teaching” surveys; survey appropriate parties on relevant topics; prepare and present results to Program Deans. Assist Deans/Programs in the organization of academic events Manage data and information in accordance with established procedures for Deans and assigned departments and programs, ex. electronic archiving, managing committee, and program-specific portal communities, MS Teams, departmental drive, etc. Perform other related tasks as assigned by the supervisor, including providing administrative support to other activities in the academic sector Qualifications Education College diploma (DEC) in an appropriate specialty or a diploma or an attestation of studies that is recognized as equivalent by the competent authority. Specific Requirements Thorough knowledge of various computer applications, in particular, Windows environment including Word (advanced) and Excel (advanced), and PowerPoint (intermediate); Ability to edit webpages using the WordPress web platform (preferred); Ability to use MS Outlook – including calendar and Office 365; Ability to record minutes accurately and quickly; Comprehensive knowledge of Omnivox and Clara (preferred); Knowledge of college procedures, policies, and programs (preferred); Advanced level of English - oral and written; Intermediate level of French oral and written comprehension. Basic written; Ability to multitask and take on new projects as needed; Ability to organize work efficiently and accurately with minimum supervision; High level of client service and diplomacy with students, internal staff and the public; High level of confidentiality and discretion in dealing with sensitive issues; Ability to produce effectively under pressure; Ability to work well as a member of a team; Ability to deal pleasantly and efficiently with people; Problem-solving and analytical skills. Testing May Be Required To Demonstrate Knowledge Of Word (advanced) Excel (advanced) PowerPoint (intermediate) English advanced (oral and written) French – intermediate oral, written comprehension and basic written Problem solving and analytical skills In accordance with ministerial directives issued by the Secretariat du Conseil du trésor concerning a freeze on public service recruitment, effective November 1st 2024, applications from employees with regular employment status at the College and within the College network will be prioritized. John Abbott College adheres to an Equal Access to Employment Program, and invites women, visible minorities, ethnic minorities, indigenous peoples and persons with disabilities to submit their applications. We thank all candidates who submit their resumes for consideration. However, only those candidates selected for an interview will be contacted. If your work experience has changed or if you have acquired additional education since your last visit, be sure to submit your updated resume so that we may review your full career path.

Provide technical and administrative support to Academic and Program Deans, including meeting coordination, minute taking, and report compilation. Assist in budget monitoring, data collection for special projects, and the administration of teaching evaluations.

Requires a college diploma (DEC) in a relevant specialty and advanced proficiency in Microsoft Office tools. Candidates must possess strong analytical skills and bilingual capabilities in English and French.

• Customer servicePreferred
• Problem solvingPreferred
• Data analysisPreferred
• Project managementPreferred

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Minute Taking
• Budget Monitoring
• Data Analysis
• Project Coordination
• Advanced Microsoft Word
• Advanced Microsoft Excel
• Intermediate PowerPoint
• WordPress
• Office 365
• Omnivox
• Clara
• English Proficiency
• French Proficiency
• Client Service
• Problem Solving

• Administrative
• Education
• Government & Public Sector

Minimum education

Professional degree

Minimum experience

2+ years

Apply by

Sep 17, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Entry level