Assistant to Associate Dean (Appendix D/Temp. Assignment: May 2026 - October 2027)

Status: Appendix D/Temporary Assignment (May 2026 – October 2027)

Hours: Monday – Friday, 35 hours/week

Home Campus: Fennell (hybrid work arrangements available)

Rate of Pay: Payband G (Start Rate: $34.60 per hour, plus 8% in lieu of vacation and benefits)

Vacancy Status: 1 vacancy available

Posting Date: May 4th, 2026

Closing Date: May 8th, 2026 at 7:00 pm EST

We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators, we believe it is important to act and show leadership in advancing the principles of reconciliation, equity, diversity, and inclusion in our community.

Job Summary

The Assistant to Associate Dean provides administrative support for the School of Climate Action by performing a wide range of functions that contribute to the success of the students, faculty, staff and Associate Dean.

The incumbent initiates and supports the efficient operation of the department in its academic offerings in keeping with the College’s strategic plan and the operational plan for the School of Climate Action.

The incumbent acts as a first point of contact for faculty, and on a daily basis will resolve and problem solve issues that may have required the Associate Dean’s time including community partners, students, families of students and several internal departments.

What you’ll be doing:

Planning and coordinating key academic-related activities

• Troubleshooting and resolving student academic issues related to student complaints and in the absence of the Student Success Advisor (SSA), registration, withdrawals, grades and graduation, compiling student feedback on teaching.
• Ensuring faculty and staff adherence to a wide variety of academic-related deadlines.
• Assisting with final grade review, grade change approvals, and graduation clearing procedures.
• Preparing electronic and hardcopy correspondence for academic-related issues.

Assembling data and preparing reports on program activities and new initiatives, program proposals and reviews, and preparing submissions for various reporting requirements

• Working with the SSA to manage the KPI plan for the department by analyzing reports and assisting with the implementation strategies. Incumbent would alert the Associate Dean to potential problems with keeping strategy implementation on track.
• Reviewing and maintaining currency of annual College Calendar proofs, College web information, program of studies and recruitment information.
• Managing the content on the Program websites by creating and updating content including web surveys and new content pages.
• Coordinating, implementing and modifying procedures to ensure timely and effective preparation, recording, and auditing of contracts (Data Management), payment releases for non-full-time faculty and support staff and submitted electronic staffing actions forms when needed.
• Coordinating faculty vacation schedules, as well as updates of faculty attendance for the School of Climate Action. Responsible for monitoring support staff attendance/vacation schedules for the School of Climate Action.
• Conduct research as required by Associate Dean and Coordinators. Usually related to new program development or continuous improvement process.
• Scheduling Class Observation Visits – performing follow-ups to ensure completion.

Providing administrative support to Program Advisory Committee (PAC) chairperson(s) and members

• Ensures integrity of these committees by orienting and welcoming new members, maintaining membership, contacting members, updating membership information, setting up a group internet site, etc.
• Assisting PAC members and answering inquiries with respect to participation in program reviews, new program proposals and other program-related activities.

Communicating with professional associations, certification bodies, and outside agencies regarding program-related issues, special projects, student and staff awards, etc.

• Includes liaising with academic partners such as Ministry of Training, Colleges and Universities, publisher representatives, equipment and software vendors, academic institutions and partners, co-op education, and graduate employers.

Assisting the Associate Dean with the organization and tracking of the faculty non-teaching period activities and curriculum development plans

• Tracking the professional development plans and vacation entitlements for faculty and support staff as outlined in the Collective Agreement, to ensure all required days are accounted for and reported to Human Resources in a timely manner.

Providing orientation and assistance to new hires

• Informing of relevant College policies and procedures.
• Providing necessary course, timetable and student information.
• Integrating new faculty by providing I.D. cards, keys, telephone and email account.
• Assisting with the electronic college academic systems such as MyMohawk, course tools, class lists, and grading.
• Assisting with the arrangement of teaching resources and equipment.
• Acting on behalf of the Associate Dean to resolve routine issues that may arise such as requiring bigger class rooms, guidance regarding appeal process, and missing software.

Assisting other administrative assistants and support staff in the department

• Orient, explain tasks and expectations as required.
• Developing effective and efficient procedures for the department.

Provides administrative support to the Associate Dean

• Compiling, analyzing, and managing specific projects relating to all School of Climate Action related programs (i.e. Analyzing trends in enrolment, TCH hours, Standard Workload Forms, revenue reports to determine budget and replacement costs and strategic planning) to provide recommendations as to appropriate course of action.
• Preparing, analyzing, and monitoring information into summary reports for review by Associate Dean as needed to support restructuring activities.
• Organizing systems to generate reports (i.e. part time contracts, part time planner, payroll submission system, sessional tracking).
• Troubleshooting and problem-solving day-to-day issues that arise in absence of, or as assigned by, the Associate Dean.
• Prepare and distribute SWFs in consultation with the Associate Dean, including Summit manipulation of workloads, while maintaining integrity of data to ensure efficiencies (i.e. 10 Day and audit/management of overtime – compiling, preparing, and calculating).
• Liaising with representatives within various departments of the College (Scheduling, Staff Services, Accounting, Records/Registration) to maintain an awareness of current and future activity and concerns.
• Representing the department on various task forces and committees as assigned.
• First point of external contact for program cluster at the Associate Dean level.
• Receiving and responding to telephone, surface mail, email and other external requests for information.
• Liaising on a variety of staff and student issues with other areas within the College.
• Organizing and maintaining the Associate Dean’s calendar (Scheduling Development & Performance Management Plan meetings – tracking and follow-up meetings).
• Inquiring as to the nature of requests for the Associate Dean’s time and determining priorities.
• Arranging student, staff and external client appointments.
• Anticipating and resolving scheduling conflicts for the Associate Dean.
• Attending meetings when necessary, on behalf of the Associate Dean.
• Documenting student and staff concerns and issues requiring the Associate Dean’s attention and proactively assembling additional data to support the decision-making related to the issue. The incumbent will endeavour to resolve these concerns when possible keeping the Associate Dean aware of the circumstances.
• Data gathering, compilation, and organization for a variety of reports including project submissions, program reviews, and new program proposals. Independently compiling and organizing necessary data on behalf of the Associate Dean for special projects, funding proposals; researching technical periodicals, newsletters and newspapers. (i.e. Curriculum Committee Reports – tracking, reporting, follow-up).
• Responsible for all file management within the program cluster in accordance with the requirements of government regulatory bodies, college policy and procedures, program area practices and Human Resources files.

Customer Service and Administrative support

• When concerns are elevated, the incumbent responds to student academic concerns by taking appropriate action to resolve issues such as student registration and grading problems when there appears to be a process problem or a recurring theme.
• Assisting the Associate Dean with student behavioral problems and responding to student complaints with appropriate referrals when necessary.
• Organizing academic dishonesty meetings, grade appeals, and student complaint meetings in accordance with College policy and procedure.
• Working in collaboration with the Student Success Advisors and Program Coordinators in activities such as:
  • Tracking data and strategies for student success initiatives, retention activities and KPI improvement efforts.
  • Planning processes and timelines for students selecting programming options.
  • Providing data and documentation for scheduling.
  • Providing suggestions and initiating changes to improve student-focused processes and operations within and outside the program cluster.
• When the following have been elevated, the incumbent is the next individual to deal with the elevated matter on behalf of the Associate Dean:
  • Reviewing, verifying, and preparing Dean’s Honours’ lists, Graduation lists, and Honours Graduate lists for signature.
  • Serving as the first point of contact for parents/guardians of students.
  • Facilitating updates and development of Program Handbooks and other customer program information.
• Arranging for the production and distribution of such materials as directed by the Associate Dean and program coordinators.

Other duties as assigned.

What you’ll bring to the role:

• A minimum of three-year post-secondary education in Office Administration, Business, Computer Studies or similar field; or equivalent combination of education and experience.
• A minimum of five years of experience in a similar role, with proven ability to initiate work and work independently, prioritize work and multi-task.
• Experience in dealing with students, parents/guardians, faculty, support staff, administrators, external clients and industry, Advisory Committee members, within a multi-cultural setting.
• Experience in dealing with volatile students and situations on a regular basis.
• Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.
• The ability to communicate and work effectively with diverse students, employees, and communities.

What we offer:

• Opportunity to gain experience and build relationships at a Hamilton/Niagara Top Employer.
• Access to professional development opportunities.
• Option to enroll in Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
• Discounted rate for full-service athletic facility and instructor-led classes.
• Opportunities to engage in wellness events and activities.

To find out more about working at Mohawk College, including our Employee Value Proposition, please visit https://www.mohawkcollege.ca/about-mohawk/careers-at-mohawk

We are committed to reconciliation and nurturing an inclusive, diverse, equitable, and accessible (IDEA) environment for everyone who learns and works at Mohawk College. We welcome applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

The College is committed to fostering inclusive and barrier-free recruitment and selection processes. If you require accommodation during any stage of the recruitment process, please contact Human Resources.

To learn more about Mohawk College’s commitments, please visit the Mohawk College strategic plan webpage: https://www.strategicplan.mohawkcollege.ca/