Assistant to Associate Dean (Appendix D/Temporary Assignment: October 2026 - March 2027)
Status: Appendix D/Temporary Assignment (October 2026 – March 2027)
Hours: Monday – Friday, 35 hours/week
Home Campus: IAHS (hybrid work arrangements available)
Rate of Pay: Payband G (Start Rate: $35.29 per hour, plus 8% in lieu of vacation and benefits)
Vacancy Status: 1 vacancy available
Posting Date: September 23rd, 2026
Closing Date: September 29th, 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
Under the direction of the Associate Dean, Department of Nursing and Research, the incumbent provides administrative support for the program cluster and service areas, performing a wide range of functions that contribute to the success of students, faculty, support staff and the Associate Deans.
The incumbent also contributes to the operations of the School of Nursing and Caring Professions by providing quality customer service in keeping with the College’s Strategic plan.
What you’ll be doing:
Contributes to the operations of a cluster of Programs with the provision of a range of administrative duties. Specific responsibilities include:
Planning and coordinating key academic-related activities such as:
- Assisting the Associate Dean in creating faculty workloads, and entering faculty workload data into SUMMIT, and running SWF’s for faculty in the School of Nursing and Caring Professions.
- Preparing all part-time academic and support contracts.
- Utilizing Mohawk College protocols, and adhering to the Academic Collective Agreement, develop timetables for the Nursing programs; the incumbent also adheres to policies applicable to the Institute of Applied Health Sciences (IAHS) in collaboration with School of Nursing and Caring Professions and McMaster University.
- Assisting in the creation of student, room and faculty timetables for the Nursing programs.
- Maintaining all student records, electronic and hard copy as needed, for the Nursing programs.
- Utilizing Mohawk College policy, procedures and systems to maintain student information.
- Supporting exchange of student information between Mohawk Registrar’s Office and Six Nations Polytechnic, as required, to facilitate student records between the two academic systems.
- Trouble-shooting and resolving student academic issues related to registration, timetable conflicts, withdrawals, grades and graduation.
- Ensuring faculty and staff adherence to a wide variety of academic-related deadlines for the College, Six Nations Polytechnic and McMaster University.
- Assisting faculty and staff involvement in recruitment, student awards and medals, special events, student success and orientation activities.
- Organizing and attending promotion meetings, preparation of required student information, recording promotion decisions, and follow-up.
- Preparing electronic and hardcopy correspondence for academic-related issues.
- Maintaining critical information related to students’ academic progress.
- Submitting all required course materials and textbook orders to McMaster University Bookstore.
Assembling data and preparing reports on program activities and new initiatives, program proposals and reviews, and preparing submissions for various reporting requirements:
- Researching, compiling and presenting statistical reports for the Associate Dean.
- Weekly, monthly or annually based on the nature of the activity, initiative and submission.
Supporting the KPI plan for the department by:
- Scheduling the classes for the KPI surveys (in conjunction with coordinators, Associate Deans.
Preparation of submissions for program Capital Equipment, Renovations and Maintenance, and Major Projects by:
- Notifying faculty/coordinators and support staff of the call for submissions.
- Collecting and arranging requests for review by the Associate Deans
- Preparing reports using appropriate forms for submission.
Preparation of submissions for program Capital Equipment, Renovations and Maintenance, and Major Projects by:
- Notifying faculty/coordinators and support staff of the call for submissions.
- Collecting and arranging all requests for review by the Associate Dean.
- Preparing reports using appropriate forms for submission.
Assisting in tracking the department/program budgets by:
- Preparing and compiling records regarding departmental expenditures.
- Preparing all purchase requisitions for the departments within the School of Nursing and Caring Professions.
- Ordering and maintaining departmental office and program lab supplies.
- Ensuring accuracy and submitting all expense claims for program cluster.
Reviewing annual College Calendar proofs, College web information, program of studies and recruitment information by:
- Attending meetings, recording and distributing minutes both internally and externally (All Staff, Faculty).
- Participating on committees dealing with the various programs in the School of Nursing and Caring Professions.
Liaising with academic partners such as:
- Ministry of Training, Colleges and Universities, McMaster University, Six Nations Polytechnic, equipment and software vendors, clinical partners, graduate employers and Living Classrooms.
Communicating with professional associations, certification bodies, and outside agencies regarding program-related issues, special projects, student and staff awards, etc.
Assisting the Associate Deans 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.
Tracking faculty and support staff for professional development funding applications, conference forms and follow-up reports.
Providing orientation and assistance to new hires:
- Informing of relevant College policies and procedures.
- Providing necessary course, timetable and student information.
- Arranging for office space, I.D. cards, keys, telephones, e-mail 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.
Preparing group e-mails and other communication items as required.
Provides a wide range of administrative support to the Associate Dean. Specific responsibilities include:
First point of external contact for program cluster. Receiving and responding to telephone, surface mail, e-mail and other external requests for information.
First point of internal contact for program cluster with service, administrative and academic areas within the College, Six Nations Polytechnic and McMaster University. Liaising on a variety of staff and student issues with other areas within the College and Six Nations as well as our collaborative site partner, McMaster University.
Organizing and maintaining the Associate Dean’s calendar:
- Inquiring as to the nature of requests for 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.
Responsible for all file management within the program cluster in accordance with the requirements of government regulatory bodies, college/university policy and procedures, and program area practices.
Contributes to customer service and relationship-building through the provision of administrative support:
Responding to student academic inquiries by taking appropriate action to resolve issues such as student registration, grading, and scheduling problems:
- Organizing academic dishonesty meetings, grade appeals, and student complaint meetings in accordance with College/University policy and procedures.
Serving as first point of contact for parents/guardians of students and prospective students:
- Answering applicant inquiries.
- Ensuring prospective applicants receive correct program information.
- Directing prospective applicants to appropriate areas within the college and/or university as indicated by their inquiries.
Facilitating updates and development of Program Handbooks and other program information:
- Arranging for the production and distribution of such materials as directed by the Associate Dean and program coordinators.
Assist other Administrative Assistants and departmental support staff re vacation and sick leave back up
Other duties as assigned.
What you’ll bring to the role:
- A minimum of three years post-secondary education in Administrative Assistant, Project Management, Office Administration, Business Administration, or related field; or equivalent combination of education and experience.
- A minimum of five years of experience in a similar capacity. Proven ability to initiate work and work independently and interdependently within a team environment.
- Excellent abilities to prioritize work and multi-task.
- Proven ability to work with confidential material.
- Excellent interpersonal skills, tact and diplomacy; incumbent must deal with students, parents/guardians, faculty, support staff, administrators, external clients, PAC members.
- Excellent problem-solving abilities and decision-making skills.
- Microcomputer skills including word processing, basic spreadsheet and database applications, and presentation software.
- Excellent listening, verbal and written communication skills.
- Ability to work in a dynamic, multi-program environment, requiring flexibility and stress-coping skills.
- 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/
