Centennial College recognizes and affirms Diversity, Equity and Inclusion and Indigenous ways of knowing as central to the vibrancy and uniqueness of its learning and working academic mission. We strongly encourage applications from members of Indigenous communities and all equity-deserving groups including Women, Racialized, Persons with Disabilities, and LGBTQ+ communities.

We also recognize that Centennial is situated on the Treaty Lands of the Mississaugas of the Credit First Nation and pay tribute to their legacy as well as that of all First Peoples that have been and remain present here in Toronto. We recognize that First Peoples come from sovereign Nations and that part of understanding our responsibilities of residing on this territory are understanding the true history, circumstances and legacy of the Treaties signed here (such as the Toronto Purchase, Robinson-Huron Treaty and Williams Treaties) and including pre-contact Treaties and Agreements between sovereign Nations and that all peoples in this area are therefore Treaty people with obligations and responsibilities to all our relations.

Position Summary
Reporting to the Executive Assistant in People, Equity and Culture (PE&C), the Administrative Assistant plays a critical role in supporting the operational and confidential functions of the division. The Administrative Assistant works closely with divisional leadership to ensure the efficient coordination and execution of sensitive administrative processes related to labour relations, employee lifecycle management, and divisional operations. This role is essential to the smooth operation of the PE&C division and serves as a central administrative resource for both day-to-day activities and long-term strategic initiatives.

The Administrative Assistant has direct involvement in confidential employee and labour matters, such as providing administrative support for grievances, investigations, and disciplinary actions. The position requires exceptional discretion, organizational acumen, and attention to detail, as it involves managing secure records, drafting confidential correspondence, and supporting internal and external communications.

The Administrative Assistant is also responsible for coordinating HR processes, preparing financial documentation, and facilitating onboarding and divisional support services. As a key point of contact for sensitive interactions involving union representatives, employees, and other stakeholders, the incumbent must exercise sound judgment, uphold privacy standards, and maintain the highest level of professional integrity.

Responsibilities

• Serve as a front-line reception contact on a rotational basis with the administrative team, triaging in-person, phone, and email inquiries.

• Provide confidential administrative support including calendar management, correspondence, and secure document handling for Directors and Managers.

• Coordinate grievance meetings, disciplinary processes, and confidential labour relations documentation.

• Maintain secure records systems for employee files, investigations, and divisional reports.

• Prepare and manage sensitive correspondence such as termination letters, investigation notices, and accommodation plans.

• Support labour-management and committee meetings through scheduling, agenda preparation, minute-taking, and action tracking.

• Administer staff movement processes including onboarding, terminations, extensions, and reclassifications.

• Manage sensitive HR documentation related to disability management, WSIB, and medical accommodations.

• Coordinate procurement, expenses, purchase requisitions, and invoice workflows while tracking divisional budgets and expenditures.

• Support onboarding and offboarding processes including workspace setup, IT coordination, equipment retrieval, and welcome logistics.

• Act as a liaison between PEC leadership and internal/external stakeholders while handling confidential communications.

• Contribute to divisional projects, retreats, change initiatives, and operational improvements through planning, coordination, and administrative support.

Qualifications/Experience

• Two (2) year diploma in Office or Business Administration, Human Resources, or a related field; or a combination of education, training, and experience that demonstrates equivalent knowledge, skills, and abilities.

• Three (3) years of administrative support experience in a confidential and service-oriented environment, preferably in the public sector and/or a medium to large-scale organization.

• Advanced writing, editing, and presentation skills for the preparation of high-quality correspondence, presentations, reports, stakeholder communications, and other critical documents.

• Strong organizational and time-management skills.

• Strong customer service orientation, maintaining a high level of professionalism and responsiveness when engaging with staff, faculty, students, and various external partners (ex. governments and other organizations).

• Demonstrated ability to work independently and professionally in handling inquiries, complaints, and competing deadlines with diplomacy and tact.

• Advanced technical skills, including proficiency in:

• Microsoft Office suite (Outlook, Word, Excel, PowerPoint)

• Tele- and video-conferencing platforms (ex. Teams, Zoom)

• Adobe Acrobat and DocuSign

• Document sharing platforms (ex. SharePoint, OneDrive)

• (Assets) Project management tools (ex. MS Project, Access), Ellucian Banner, D2L

• Exceptional interpersonal, communication, and relationship-building skills with internal and external stakeholders.

• Financial literacy required to track business expenses, reconcile invoices and statements, and prepare reimbursement submissions.

• Previous experience providing administrative support to multiple managers/departments is a strong asset.

• Experience supporting HR, Labour Relations, or other high-sensitivity functions is strongly preferred.

Apply online: www.centennialcollege.ca/careers

Proof of credentials or equivalencies from accredited regional or federal post secondary institutions and/or their foreign equivalents will be required at the time of job offer.

When applying, your cover letter and résumé must include examples that reflect all of the requested skills and qualifications and must be submitted online by May 8, 2026 at 11:59 PM EST. Please quote Job ID J0526-0016. Misrepresentation of applicant information will be grounds for your exclusion from the competition or for dismissal should you subsequently be hired for the position. We wish to thank all applicants for their interest and advise that only those selected for an interview will be contacted.

We are committed to providing persons with disabilities equal opportunities regarding all employment activities, including access to jobs and accommodations during employment as required, in accordance with the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA).