Faculty Services Assistant

Tracking Code: req1727

Faculty/Department: Faculty of Business and Information Technology

Number of Positions: 1

Appointment Type: Full-Time Continuing

Hours of Work: 35 hours per week

Salary Range: Level 6 - Starting Salary, Step 1 $62,905

Posting Date: August 27, 2025

Closing Date: September 3, 2025 (7:00 pm EST)

Job Summary:

Reporting to the Director, Planning and Operations (DPO), the Faculty Services Assistant provides a wide range of high-level administrative and operational support to the Faculty of Business and Information Technology (FBIT). This role often involves interacting with faculty, staff, and students.

Responsibilities/Accountabilities:

• Act as a first point of contact for inquiries from faculty, staff, and students, providing initial information and support related to the administration and operations of the Faculty, including University policy and procedures, collective agreements or other, escalating questions and concerns to the DPO as necessary
• Provide support to the DPO, the Associate Deans (ADs), the Graduate and Undergraduate Program Director(s) (PDs), and committees formed for Faculty-related administration and operations, for example, teaching assistant allocations and assignments
• Coordinate with the DPO and/or faculty, the hiring and assignment process for Sessionals, Teaching Assistants, research personnel, and other part-time academic and non-academic personnel
• Process part-time academic and non-academic personnel contracts, in accordance with University policies and procedures, and collective agreements, including the posting of positions, the generation and the completion of contracts in University-related systems
• Communicate and coordinate with hires and other University units on most onboarding and offboarding-related matters
• Assist with the monitoring and reconciliation of Faculty budget and forecast, reports from other University Units, reviewing for accuracy and budget compliance, and reporting variance or issues to the DPO as necessary
• Facilitate Faculty-related purchases of goods and services, liaising with Purchasing and Finance to create purchase orders, track purchases, delivery and payment or any other issues as required
• Assist with office and space planning, including coordinating with Facilities and OCIS departments regarding logistical activities
• Support the tracking and monitoring of Faculty resources, such as space allocations and utilization, asset purchases and distributions
• Facilitate the collection and tracking of Faculty data, such as non-academic contracts, student evaluations, course information, and sessional performance evaluations
• Maintain and modify databases, records and files to aid in the production of reports and analysis of data in support of Faculty administration and operations
• Provide assistance and support to team members and contribute to special projects within the Faculty and university-wide events as required
• Other related duties as assigned by the Director of Planning and Operations

Required Skills:

• This role often involves interacting with faculty, staff, and students, and requires a positive attitude with a genuine customer service orientation
• Excellent written communication and interpersonal skills, with demonstrated ability to exercise a high degree of professionalism, good judgment, and discretion
• A demonstrated aptitude for successfully working in a team-oriented environment with proven ability to establish rapport and adapt to various personalities and work styles
• Strong organizational skills with a proven ability to manage multiple tasks, prioritize effectively, with competing demands, deadlines and frequent interruptions. Must be able to take initiative and anticipate the needs of a diverse client group
• Strong attention to detail and the ability to process information with high levels of efficiency and accuracy in a fast-paced environment
• Working knowledge of policy and procedures framework, as well as application of collective agreements, is preferred
• High level of computer literacy and demonstrated ability to quickly adapt to new technologies. Possess some experience in database maintenance, analytics and report writing systems
• Working knowledge and a high level of proficiency in using software and computer programs such as Windows, Microsoft Office, G-Suite, Adobe applications and other relevant software
• Willing and able to work flexible hours to meet deadlines and to attend evening or weekend events and activities

Education:

• Completion of a 2-year minimum post-secondary education related to business administration
• Exposure to study areas such as analytics and artificial intelligence would be an asset
• An equivalent combination of education and related experience may be considered. A University degree is preferred

* Verification of Academic credentials may be required

Required Experience:

• Over 1 year of increasingly related experience in business administration, with consideration given to a post-secondary academic environment, in a support role with a focus on client service and a team-oriented approach
• 3+ years of experience of related experience is strongly preferred
• General understanding of program topics related to Commerce and Information Technology, including business, analytics, artificial intelligence, IT and cyber security, and computer science would be an asset

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until September 3, 2025 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website https://ontariotechu.ca and which may be amended from time-to-time.

Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 9/10/2025