Assistant to Associate Dean (Appendix D/Temporary Assignment: October 2026 - September 2027)Status: Appendix D/Temporary Assignment (October 2026 – September 2027)
Hours: Monday – Friday, 35 hours/week
Home Campus: Fennell and 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 21st, 2026
Closing Date: September 28th, 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
Reporting to the Associate Dean of Allied Health, the incumbent provides administrative support for a cluster of programs that contribute to the success of students, faculty, support staff and the Associate Dean.
What you’ll be doing:
Supports Financial Management with monthly review of expenses for the Budget office, including forecast updates, to ensure accurate and up-to-date financial information
- Provides timely response to issues addressed by Financial Managers
- Investigates significant variances between the formal forecast update periods that have been addressed.
- Provides updates on spending for each program in the department.
- Assists with the review process: the Finance Department (Corporate) sends a budget performance report each month and request feedback on any significant variances that are flagged by the third working day.
- Prepare and reconcile monthly journal entries to ensure accurate tracking of receipts and financial transactions. Create monthly journal entries to reconcile receipts.
- Provides administrative support to faculty by assisting with timesheet approvals, expense claims, and professional development approvals for all part-time and full-time support staff and faculty. Supports faculty in administrative tasks in timesheets approvals, expense claims and professional development approvals and full-time support.
- Supports projects, including process mapping and the development of standard operating procedures. Prepares Staffing Action Forms (SAF) regarding faculty overtime payments, replacement funding, coordinator allowances and budgeted salary savings.
- Recognizes and resolves problems regarding encumbered contracts and tracking of replacement and recoverable part-time expenses.
Planning and production of part time contract assignments and monitoring of the impact on budgets as a result of workload and other department costs
- The incumbent compiles and analyzes College generated reports related to workload performance, efficiencies and works with the Associate Dean and Coordinators on strategies that will maximize the use of resources in the department.
- Works within the departmental annual budget when planning/allocating the number of courses delivered and contract faculty to be hired.
- Provide analytics and/or data to program spending and labour cost needs for all areas of department.
- Provides data and updates, as required, to front line support staff so that teaching contracts are prepared for faculty each semester.
- Ensures that effective communication and flow of complex data between Associate Dean, Program Manager, college program areas, faculty, support staff and corporate service areas (e.g. HR Staff Services, Payroll and Planning) through accurate and timely provision of data.
Office support and administrative duties
- Provides assistance and orientation to new hires: may participate on faculty and support staff interview panel teams, schedules, and provides orientation/guidance to faculty, part-time support staff regarding College and Departmental office procedures.
- Ensures that attendance records (e.g. timesheets) are entered accurately by Faculty and Support Staff. Monthly attendance deadlines are critical for Human Resources government reports, faculty/support available vacation/sick days.
- Designs/customize various forms and documents utilized by support staff and provides feedback on the content of outgoing correspondence to ensure they are clear, concise and reader friendly.
- Guides and advises Support and Faculty regarding the processing of college forms, departmental policies and procedures, including front-line support staff.
- Coordinates office administrative procedures and departmental communications systems. This may include assessing and implementing any improved systems/processes across all campuses.
- Shares information and responds to inquiries from current and prospective students; facilitates communications between students and Associate Dean/Coordinators; assists support staff in dealing with complex or unique problems.
Provides administrative assistance and support to the Associate Dean
- Assembles data and prepares reports on program activities and new initiatives, program proposals and reviews, and prepares submissions for various reporting requirements.
- Assists Associate Dean and their designate in planning and preparation of submissions for program Capital Equipment, Renovations and Maintenance, and Major Project requests.
- Acts on behalf of the Associate Dean, and their designate, to resolve daily and basic routine issues that may arise.
- Assists with events supports and logistics: planning, organizing and coordinating event materials, supplies and setup across all campuses.
- Organizes and maintains the Associate Dean’s calendar by: inquiring as to the nature of requests for Associate Dean’s time and determining priorities, schedules student, staff and external client appointments, anticipates and resolves schedule conflicts.
- Preparation of group emails and other communication items, as required by the Associate Dean, their designate, and Coordinators and updates Associate Dean’s contact list on Outlook.
- Organizes program advisory meetings on behalf of the Associate Dean and their designate.
- Attends meetings, when necessary, on behalf of the Associate Dean.
- Documents student and staff concerns and issues requiring the Associate Dean’s attention and assembles additional data to support decision-making related to the issue.
- Data gathering, compilation, and organization for a variety of reports including project submissions, program reviews, and new program proposals.
- Associate Dean’s file management for Allied Health, in accordance with the requirements of government regulatory bodies, college policy and procedures, and program area practices including the department’s SharePoint.
- Tracks faculty non-teaching period activities and curriculum development plans.
- Tracks faculty and support staff professional development funding applications, conference forms and follow-up reports and forwards budget transfers to Professional Development Department.
- Provides proactive support to Associate Dean and designate by addressing and resolving unforeseen challenges, adapting to diverse tasks as needed to ensure the efficient functioning of the department across all campuses in-person and online as needed.
Contributes to customer service and relationship-building through the provision of administrative support that includes the following
- Responds to student academic inquires by taking appropriate action to resolve or refer issues such as student registration and grading problems.
- Prepares grad list clearing for graduation and awards by connecting with student success advisors, program coordinators and other departments to clear students to graduate.
- Ensuring that promotion status of students is captured accurately by assessing student academic status utilizing FastSuite and the Academic Reporting Tool; makes appropriate referrals regarding direct entry, out-of-sync students, prerequisite overrides, timetable conflict overrides, and special authorizations in conjunction with registration and program policy and practices.
- Assists programs with Program of Study changes by submitting relevant documentation and equivalency requests to Data Officers in the Registrar’s Office, answers student inquiries concerning their program of studies, changes to student information, timetable conflicts, exemptions and equivalencies; add/drops beyond normal timelines; and works with the Registrar’s department to reconcile the student’s academic record.
- Assists the Associate Dean with student behavioral problems and responds to student complaints with appropriate referrals.
- Organizes student complaint meetings in accordance with College policy and procedures.
- Collaborates with the Student Success Advisors and Program Coordinators in semester start-up activities.
- Provides suggestions and initiates changes to improve student-focused processes and operations within and outside the program cluster.
Procurement and Vendor Coordination
- Collaborates with departments across all campuses to identify instructional supplies and coordinates with vendors and internal systems to place orders Coordinates vendor visits to obtain quotes in compliance with purchasing policy.
- Onboarding new vendors to our internal systems of purchasing and payments and liaising with different departments through the transition phase.
- Reconciling purchase orders to correct field charts, ensuring accuracy in financial tracking and alignment with budget forecasts.
- Investigating new compulsory fees to assess their applicability and integration into the current system.
- Provides supporting documentation and generates reports to ensure the completion of compulsory fee requirements.
Other duties as assigned.
What you’ll bring to the role:
- A minimum of three-year post-secondary education in Business/Office Administration, Executive Assistant, Customer Service or related field; or equivalent combination of education and experience.
- A minimum of five years of experience in a similar role, ideally in a post-secondary multi-union environment.
- Proven ability to initiate work, work independently, prioritize work and multi-task.
- 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/
