Assistant to the Associate Dean (Appendix D/Temporary Assignment: November 2026 - September 2027)

Assistant to the Associate Dean (Appendix D/Temporary Assignment: November 2026 - September 2027)

Status: Appendix D/Temporary Assignment (November 2026 – September 2027)

Hours: Monday – Friday, 35 hours/week

Home Campus: Fennell (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: October 22, 2026

Closing Date: October 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:

Under the direction of the Associate Dean, the incumbent provides leadership and administrative support for a cluster of programs, performing a wide range of functions that contribute to the success of students, faculty, support staff, and the Associate Dean. The incumbent also contributes to the effective and efficient operation of the School of Engineering Technology (SET) by providing quality customer service in keeping with the College’s strategic plan and SET’s operational plans.

What you’ll be doing:

Planning and coordinating key academic-related activities such as:

• Troubleshooting and resolving student academic issues related to registration, withdrawals, grades and graduation.
• Ensuring faculty and staff adherence to a wide variety of academic-related deadlines.
• 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.
• Assembling data and preparing reports on program activities and new initiatives, program proposals and reviews, and preparing submissions for various reporting requirements. 

Managing the KPI plan for the department by:

• Reviewing KPI data specific to program(s).
• Organizing KPI information in preparation for review and strategy development.
• Preparing a summary for the Associate Dean, analyzing current and previous KPI data and highlighting areas that require attention.
• Reporting to the Associate Dean on a monthly basis on the progress of KPI improvement strategies.
• Alerting the Associate Dean to potential problems and pitfalls to keep KPI improvement strategies on track.

Planning and preparation of submissions for program Capital Equipment, Renovations and Maintenance, and Major Project requests by:

•  Notifying faculty and support staff of the call for submissions.
• Collecting and arranging all requests for review and prioritizing by the Associate Dean.
• Preparing reports using appropriate forms for submission.

Reviewing annual College Calendar proofs, College web information, program of studies and recruitment information by:

•  Ensuring the accuracy of program and ancillary information.
• Advising the Marketing and Recruitment Department of changes/omissions/errors.
• Signing off on the information on behalf of the Associate Dean.

Providing administrative support to Program Advisory Committee (PAC) chairperson(s) and members by:

• Assisting the Associate Dean and PAC chairperson(s) with the planning and organization of meetings.
• Preparing and distributing meeting notes and agendas to PAC members.
• Ensuring that PAC membership information is kept up to date.
• Ensuring that PAC members are aware of all recruitment and special events relevant to their program area.
• Assisting PAC members and answering inquiries with respect to participation in program reviews, new program proposals and other program-related activities.

Liaising with academic partners such as:

•  Ministry of Training, Colleges and Universities.
• MTCU Apprenticeship Branch.
• Equipment and software vendors.
• Academic institutions and partners.
• Co-op education and graduate employers.

Assisting the Associate Dean 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 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, telephone and email account.
• Assisting with the electronic college academic systems such as mocomotion, 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.

Assisting other SET administrative assistants:

• Vacation and sick leave back up.
• Developing effective and efficient procedures for SET.

Provides a wide range of administrative support to the Associate Dean:

• First point of external contact for program cluster. Receiving and responding to telephone, surface mail, email and other external requests for information.
• First point of internal contact for program cluster with service, administrative and academic areas within the college.  Liaising on a variety of staff and student issues with other areas within the College.
• 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.
• Data gathering, compilation, and organization for a variety of reports including project submissions, program reviews, and new program proposals.  Independently compiling and organizing necessary data on behalf of the Associate Dean for special projects, funding proposals; researching technical periodicals, newsletters and newspapers.
• Responsible for all file management within the program cluster in accordance with the requirements of government regulatory bodies, college policy and procedures, and program area practices.

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.

Contributes to efficient and effective customer service and relationship-building through the provision of administrative support that includes the following:

• Responding to student academic inquires by taking appropriate action to resolve issues such as student registration and grading problems.
• Assessing student academic status and making appropriate decisions regarding direct entry, out-of-sync students, prerequisite overrides, timetable conflict overrides, and special authorizations in conjunction with registration centre and program policy and practices.
• Providing advice to students concerning their program of studies, changes to student information, timetable conflicts, exemptions and equivalencies, add/drops beyond normal timelines; and working with the Registrar’s department to reconcile the student’s academic record.
• Assisting the Associate Dean with student behavioral problems and responding to student complaints with appropriate referrals when necessary.
• Organizing academic dishonesty meetings, grade appeals, and student complaint meetings in accordance with College policy and procedure.

Working in collaboration with the Student Success Advisors and Program Coordinators in activities such as:

• Tracking data and strategies for student success initiatives, retention activities and KPI improvement efforts.
• Planning processes and timelines for students selecting programming options.
• Providing data and documentation for scheduling.
• Providing suggestions and initiating changes to improve student-focused processes and operations within and outside the program cluster.

Other duties as assigned.

What you’ll bring to the role:

• 3-year diploma/degree in Administrative Assistant, Customer Service.
• 5 years of related experience.
• Proven ability to initiate work and work independently.
• 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 and industry, 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/