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 Arts & Science Office, the Program Assistant, Records is responsible for providing records management support for the Faculty of Arts & Science Office and administrative assistance to the Dean, Associate Dean, faculty and students. Duties include document management, data entry, application of metadata standards and OCAD U’s Records & Information Management Program, and collation of information. The Program Assistant, Records maintains general knowledge of project management, records and information management to support the Faculty of Arts & Science’s adoption of records management best practices while providing general support to the office.

Summary of Responsibilities:

• Analyze inventories of manual and automated record repositories and apply records management best practices to the creation, consolidation, reduction, and disposition of Faculty of Arts & Science records within established policies and procedures
• Maintain thorough knowledge and understanding of records and information management best practices, and general understanding of university administrative processes and services, through continuous learning
• Provide direct administrative support to the Faculty of Arts & Science Office Coordinators; preparing related background materials; preparing correspondence and reports; assisting in the research, documentation and assemblage required for Faculty governance, hiring committees, reports and maintenance of related files
• Collect and analyse data pertaining to Faculty of Arts & Science faculty and programs
• Under the direction of the Manager, Faculty of Arts & Science Office, perform data entry duties related to academic calendars, curriculum, syllabi, budgets, faculty records, committee work, special events and other projects
• Work collaboratively with other Faculty of Arts & Science Office staff to support improvements to office procedures to increase efficiency and workflow balance
• Maintain accurate and organized digital filing systems, ensuring documents are appropriately named, up to date and easily accessible
• Identify and propose opportunities to improve efficiencies in records management processes, bringing recommendations forward for Manager review and approval
• Support the Associate Dean, Coordinator, Student Engagement & Records, and Arts & Science faculty in the processing of academic integrity investigations, including communicating academic integrity policies to faculty and students, supporting the processing of academic misconducts and liaising with the Office of the Registrar and Centre for Learning & Teaching
• Perform clerical duties such as booking rooms, scheduling appointments, and requesting and following up on work requests and office maintenance as needed
• Support the Manager in daily operations, special projects and other duties that contribute to the successful operation of the Faculty of Arts & Science Office

Qualifications:

• Post-secondary degree or equivalent, with two (2) years of administrative work experience, preferably in a post-secondary educational environment
• Strong computer skills with an advanced knowledge of Microsoft 365 applications (SharePoint, Outlook, Word, Excel, Planner Premium, Teams, Forms, Copilot, Lists, Approvals, Power Automate, etc.) as records management tools; experience working with databases and data entry
• Outstanding interpersonal, communication, and problem-solving skills
• Detail-oriented and organized approach to project management, including the ability to juggle competing demands, prioritize tasks and meet deadlines
• Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work and learning environment for students, staff and faculty
• Experience using learning management systems to support faculty and students; experience with Canvas, Ellucian Colleague UI, Laserfiche, or equivalent systems an asset
• Certification related to Records & Information Management an asset
• Familiarity with collective agreements or similar labour agreements an asset

**Mode of Work:**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, for a total of 35 hours per week. This is a temporary contract with an expected duration of 2 months.

Application Deadline:Interested applicants are invited to submit an updated *resume and cover letter (PDF) . The review of applications will beginFriday April 10th, 2026and will continue until the position has been filled.

-Please upload your resume and cover letteras 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.