Program Assistant, Faculty of Design
Top Benefits
About the role
OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create
OCAD University, Canada’s largest and oldest art and design university, is a vibrant community of bold, curious and compassionate artists, designers and scholars who are imagining and creating a joyful, equitable and sustainable world. The University is an internationally renowned hub for art, design, digital media, research, innovation and creativity, and arts administration. It embraces collaborative and interdisciplinary approaches to change-making through art, design-thinking curriculum and research, making OCAD U a local, regional, national and global leader in art and design.
It is an exciting time to join the OCAD U community as the University is at a key stage in its institutional transformation, with the implementation of its Academic and Strategic Plan and guiding principles — driving positive impact; decolonization, indigenization and equity; environmental sustainability; emerging as a vibrant hub; student centered approaches; innovation in learning teaching and research; and financial stewardship.
Reporting to the Manager, Faculty of Design Office, the Program Assistant is responsible for providing first point of contact for the Faculty of Design Office and administrative assistance to Design Program Chairs, faculty and students, as well as providing general support for the Faculty of Design Office.
Summary of Responsibilities:
- Act as the initial point of contact for Design programs by responding to inquiries and requests for information, directing inquiries as appropriate; providing information to faculty, students, staff, and the public
- Provide direct administrative support to the Program Chairs, including scheduling meetings and student appointments; preparing related background materials; preparing correspondence and reports; assisting in the research, documentation and assemblage required for the preparation of IQAP/CIDA reports and maintaining related files; accessing student files, transcripts and registration information as required
- Assist in the development and dissemination of information to external parties
- Administer the Faculty of Design Information page/course on Canvas Cloud and provide support to Design faculty in incorporating data and course materials
- Perform data collection and analysis related to Design faculty and programs
- Research, prepare documents and input data under the direction of the Manager, Faculty of Design Office for: calendars; course descriptions; syllabi; budgets; faculty assignments; committee work; and special events/projects
- Assist in facilitating the Faculty of Design’s participation in Admission Interviews, Scholarships, National Portfolio Day, Look Inside, and other special events and competitions
- Generate reports and retrieve curricular and scheduling information using University systems (e.g. Canvas Cloud, Colleague UI, Self‑Service/Student Planning, CROA, and room‑booking platforms)
- Work collaboratively with other Faculty of Design Office staff to support improvements to office procedures to increase efficiency, and workflow balance
- Provide guidance and oversight to Student Monitors hired for special events within the Faculty of Design; provide administrative support with coordinating hiring logistics, scheduling and confirming completion of required legislated training (e.g. health and safety, AODA, etc.)
- Maintain accurate and organized manual and digital filing systems, ensuring documents are up to date and easily accessible. Identify opportunities to improve efficiency and bring any proposed updates forward for manager review and approval.
- Serve as secretary to departmental or University committees, as directed by the Manager, Faculty of Design Office
- Oversee the daily administrative operation of the Material Innovation Centre (MIC), including coordinating student monitor schedule each term, supporting talks or activities as needed, and managing booking for meetings, classes and related uses
- Support the scheduling and coordination of events and exhibitions, including preparing related posters in conjunction with faculty and student monitors
- Assist with the FOD’s participation in the Graduate Exhibition, under the direction of the Manager
- Provide back-up assistance to the Dean in the absence of the Executive Assistant Act as the initial administrative contact for individuals and groups bringing issues to the Office of the Dean, providing guidance on appropriate University administrative and academic channels
- Assist the Manager in the planning and coordination of the Dean's events and other initiatives and special events sponsored by the Faculty of Design Office, including making travel and accommodation arrangements for visiting Lecturers
- Assist the EA with the Dean’s project initiatives and special events; liaise with project resources, consultants and other stakeholders, including preparation of project documentation, status updates, plans and budgets
- Assist in the preparation of posters and digital marketing assets to promote Faculty of Design student and community events, following direction from the Manager, Coordinator, or the Dean
- Support the promotion of Faculty of Design and program‑specific events (speakers, exhibitions, opportunities, trips) by preparing draft content and assisting with postings on campus, the OCAD U website, and social media platforms, under the guidance and approval of the Manager, Coordinator, or the Dean
- With direction from the Manager, Chair, or Marketing & Communications, upload content to template-based website platforms; create and maintain online exhibitions
- Perform general administrative duties such as: photocopying; booking rooms; preparing and following up on work requests; processing incoming and outgoing mail; ordering office and photocopier supplies; and assisting with stocking and maintenance of the Faculty office’s photocopier
- Act as back-up to the Program Assistant (Students) as required
- Support the Manager in daily operations, special projects and other duties that contribute to the successful operation of the Faculty of Design Office
Qualifications:
- Post-secondary degree or equivalent, with two (2) years of administrative work experience, preferably in a post-secondary educational environment
- A demonstrated commitment to providing outstanding customer service in a diverse environment
- Experience using learning management systems to support faculty and students; experience with Canvas, Colleague UI and Self-Service (Student Planning) or equivalent systems an asset
- Strong computer skills with a knowledge of Microsoft Office applications (Outlook, Word, Excel), and experience working with databases
- Demonstrated project management skills pertaining to organizing international collaborations, special events, competitions
- Outstanding interpersonal, communication, and problem-solving skills
- Demonstrated attention to detail, and organizational skills, including the ability to juggle competing demands, prioritize tasks and meet deadlines
- Proven ability to take initiative and work both independently and participate collaboratively in a team environment
- Demonstrated commitment to the principles of equity and diversity, and experience promotion a respectful work and learning environment for students, staff and faculty
This posting is for an existing vacancy.
Mode of Work: Hybrid Model. 4 days/week on campus
Compensation: Hiring Range - $27.56 to $31.53 per hour commensurate with experience, plus 4% vacation pay and 7% in lieu of benefits; Salary Range - $27.56 to $35.76 per hour.
Hours of Work: Monday to Friday, 35 hours per week. This is a temporary contract expected to continue until December 18, 2026.
Application Deadline: Interested applicants are invited to submit an updated * resume and cover letter (PDF) . The review of applications will begin Friday February 20, 2026 and will continue until the position has been filled.
- Please upload your resume and cover letter as one PDF*. Please name your upload:* FirstName_LastName-Job Code
As an institution committed to art, design, digital media and related scholarship, OCAD University recognizes the profound and essential value that diversity brings to the creation, reception and circulation of creative practices and discourse. OCAD University understands that valuing diverse creative practices and forms of knowledge are essential to and enrich the institution’s core mission and vision as an art and design university with a local and global scope.
As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities .
All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.
Program Assistant, Faculty of Design
Top Benefits
About the role
OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create
OCAD University, Canada’s largest and oldest art and design university, is a vibrant community of bold, curious and compassionate artists, designers and scholars who are imagining and creating a joyful, equitable and sustainable world. The University is an internationally renowned hub for art, design, digital media, research, innovation and creativity, and arts administration. It embraces collaborative and interdisciplinary approaches to change-making through art, design-thinking curriculum and research, making OCAD U a local, regional, national and global leader in art and design.
It is an exciting time to join the OCAD U community as the University is at a key stage in its institutional transformation, with the implementation of its Academic and Strategic Plan and guiding principles — driving positive impact; decolonization, indigenization and equity; environmental sustainability; emerging as a vibrant hub; student centered approaches; innovation in learning teaching and research; and financial stewardship.
Reporting to the Manager, Faculty of Design Office, the Program Assistant is responsible for providing first point of contact for the Faculty of Design Office and administrative assistance to Design Program Chairs, faculty and students, as well as providing general support for the Faculty of Design Office.
Summary of Responsibilities:
- Act as the initial point of contact for Design programs by responding to inquiries and requests for information, directing inquiries as appropriate; providing information to faculty, students, staff, and the public
- Provide direct administrative support to the Program Chairs, including scheduling meetings and student appointments; preparing related background materials; preparing correspondence and reports; assisting in the research, documentation and assemblage required for the preparation of IQAP/CIDA reports and maintaining related files; accessing student files, transcripts and registration information as required
- Assist in the development and dissemination of information to external parties
- Administer the Faculty of Design Information page/course on Canvas Cloud and provide support to Design faculty in incorporating data and course materials
- Perform data collection and analysis related to Design faculty and programs
- Research, prepare documents and input data under the direction of the Manager, Faculty of Design Office for: calendars; course descriptions; syllabi; budgets; faculty assignments; committee work; and special events/projects
- Assist in facilitating the Faculty of Design’s participation in Admission Interviews, Scholarships, National Portfolio Day, Look Inside, and other special events and competitions
- Generate reports and retrieve curricular and scheduling information using University systems (e.g. Canvas Cloud, Colleague UI, Self‑Service/Student Planning, CROA, and room‑booking platforms)
- Work collaboratively with other Faculty of Design Office staff to support improvements to office procedures to increase efficiency, and workflow balance
- Provide guidance and oversight to Student Monitors hired for special events within the Faculty of Design; provide administrative support with coordinating hiring logistics, scheduling and confirming completion of required legislated training (e.g. health and safety, AODA, etc.)
- Maintain accurate and organized manual and digital filing systems, ensuring documents are up to date and easily accessible. Identify opportunities to improve efficiency and bring any proposed updates forward for manager review and approval.
- Serve as secretary to departmental or University committees, as directed by the Manager, Faculty of Design Office
- Oversee the daily administrative operation of the Material Innovation Centre (MIC), including coordinating student monitor schedule each term, supporting talks or activities as needed, and managing booking for meetings, classes and related uses
- Support the scheduling and coordination of events and exhibitions, including preparing related posters in conjunction with faculty and student monitors
- Assist with the FOD’s participation in the Graduate Exhibition, under the direction of the Manager
- Provide back-up assistance to the Dean in the absence of the Executive Assistant Act as the initial administrative contact for individuals and groups bringing issues to the Office of the Dean, providing guidance on appropriate University administrative and academic channels
- Assist the Manager in the planning and coordination of the Dean's events and other initiatives and special events sponsored by the Faculty of Design Office, including making travel and accommodation arrangements for visiting Lecturers
- Assist the EA with the Dean’s project initiatives and special events; liaise with project resources, consultants and other stakeholders, including preparation of project documentation, status updates, plans and budgets
- Assist in the preparation of posters and digital marketing assets to promote Faculty of Design student and community events, following direction from the Manager, Coordinator, or the Dean
- Support the promotion of Faculty of Design and program‑specific events (speakers, exhibitions, opportunities, trips) by preparing draft content and assisting with postings on campus, the OCAD U website, and social media platforms, under the guidance and approval of the Manager, Coordinator, or the Dean
- With direction from the Manager, Chair, or Marketing & Communications, upload content to template-based website platforms; create and maintain online exhibitions
- Perform general administrative duties such as: photocopying; booking rooms; preparing and following up on work requests; processing incoming and outgoing mail; ordering office and photocopier supplies; and assisting with stocking and maintenance of the Faculty office’s photocopier
- Act as back-up to the Program Assistant (Students) as required
- Support the Manager in daily operations, special projects and other duties that contribute to the successful operation of the Faculty of Design Office
Qualifications:
- Post-secondary degree or equivalent, with two (2) years of administrative work experience, preferably in a post-secondary educational environment
- A demonstrated commitment to providing outstanding customer service in a diverse environment
- Experience using learning management systems to support faculty and students; experience with Canvas, Colleague UI and Self-Service (Student Planning) or equivalent systems an asset
- Strong computer skills with a knowledge of Microsoft Office applications (Outlook, Word, Excel), and experience working with databases
- Demonstrated project management skills pertaining to organizing international collaborations, special events, competitions
- Outstanding interpersonal, communication, and problem-solving skills
- Demonstrated attention to detail, and organizational skills, including the ability to juggle competing demands, prioritize tasks and meet deadlines
- Proven ability to take initiative and work both independently and participate collaboratively in a team environment
- Demonstrated commitment to the principles of equity and diversity, and experience promotion a respectful work and learning environment for students, staff and faculty
This posting is for an existing vacancy.
Mode of Work: Hybrid Model. 4 days/week on campus
Compensation: Hiring Range - $27.56 to $31.53 per hour commensurate with experience, plus 4% vacation pay and 7% in lieu of benefits; Salary Range - $27.56 to $35.76 per hour.
Hours of Work: Monday to Friday, 35 hours per week. This is a temporary contract expected to continue until December 18, 2026.
Application Deadline: Interested applicants are invited to submit an updated * resume and cover letter (PDF) . The review of applications will begin Friday February 20, 2026 and will continue until the position has been filled.
- Please upload your resume and cover letter as one PDF*. Please name your upload:* FirstName_LastName-Job Code
As an institution committed to art, design, digital media and related scholarship, OCAD University recognizes the profound and essential value that diversity brings to the creation, reception and circulation of creative practices and discourse. OCAD University understands that valuing diverse creative practices and forms of knowledge are essential to and enrich the institution’s core mission and vision as an art and design university with a local and global scope.
As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities .
All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.