The Office of Academic and Student Affairs invite applications for a term position for an energetic, highly motivated professional to provide administrative and operational support within a dynamic team environment. Reporting to the Associate Dean, Academic and Student Affairs, the successful candidate will collaborate closely with two administrative colleagues to support a wide range of functions related to the undergraduate DVM program. The ASA Office oversees key areas including curriculum coordination, admissions, student support services, and outcomes assessment. This role is ideal for someone who thrives in a high-volume, fast-paced environment, demonstrates strong organizational skills, and can effectively manage shifting priorities and competing demands.

RESPONSIBILITIES:

Under the direction of the Associate Dean of Academic and Student Affairs, the successful candidate will:

• Serve as the first point of contact (in person and by phone) for all inquiries to the Office of Academic and Student Affairs from students, faculty, staff, and the public
• Draft and prepare professional correspondence; maintain and update databases; generate reports; and assist with monitoring departmental budgets
• Manage the Associate Dean’s schedule, including coordinating meetings, appointments, and travel arrangements
• Provide comprehensive administrative support to committees chaired by the Associate Dean, including scheduling, agenda preparation, document distribution, minute-taking, and tracking action items
• Liaise with Scholarships, Awards and Financial Aid to coordinate DVM student awards and manage donor communications
• Collaborate with the AVC Dean’s Office to plan and support special events
• Maintain and process confidential DVM student academic records and support related programs
• Coordinate clinical rotation registrations, including administering external rotation approvals and liaising with external supervising veterinarians
• Work closely with campus partners (e.g., IT Services, Registrar’s Office, Student Affairs) to address day-to-day operational and administrative matters
• Support daily office operations, including troubleshooting and resolving issues as they arise
• Undertake additional duties and special projects as required

QUALIFICATIONS:

• Completion of Grade 12 and a two-year post-secondary program in office administration or a related field, along with a minimum of two (2) years of relevant experience
• Completion of a medical terminology course and experience working in a university environment are considered assets
• Strong organizational skills, with demonstrated initiative, attention to detail, and adaptability
• Proven ability to prioritize tasks and meet deadlines in a fast-paced environment
• Excellent written and verbal communication skills
• Ability to work independently, manage multiple responsibilities, and apply sound problem-solving skills
• Demonstrated ability to build effective working relationships within a collaborative, team-oriented environment
• Strong judgment and discretion, with the ability to handle confidential information appropriately
• Advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint), along with experience using Google Drive, Google Workspace applications, and Adobe Acrobat
• Familiarity with university policies and procedures is considered an asset