Administrative Assistant

Location:

Guelph, ON, CA, N1G 2W1

Primary Category Page:
Staff and Management

Division:
Library Administrative Services

Requisition

Department: Library Human Resources and Administration

This position is covered by the Collective Agreement with the Ontario Secondary School Teachers' Federation District 35 - Technician/Administrative/Research/Agricultural.

For current employees of the University of Guelph, please apply on the internal Career Page.

The McLaughlin Library at the University of Guelph is a dynamic hub that sparks curiosity, fosters collaboration, and champions inclusion. Guided by a team-based philosophy rooted in shared leadership, innovation, and effective communication, our vibrant ecosystem of experts, resources, and spaces empowers learners and researchers to think critically, explore complex ideas, push boundaries, and improve life. The library employs about eighty-five (85) full‑time staff across five employee groups governed by collective agreements and HR policies, and more than sixty (60) part‑time staff annually.

This position is part of Administrative Services, providing essential support to both the Office of the University Librarian and five (5) other strategic teams. The incumbent liaises with Department Heads, Managers and employees, and central offices such as Human Resources and Financial Services.

With dual reporting to the Director, Administrative Services and Library Manager, Human Resources and Administration, the Administrative Assistant provides executive support to the Director, coordinates Human Resources, and performs essential administrative functions for library operations. The role also provides key financial support to the Manager, Finance for the library.

• Administrative Functions:
  Ensure effective HR, Finance, and administrative processes for the library.
• Executive Support:
  Draft confidential correspondence, schedule meetings, coordinate travel, triage calls, prepare expense claims, and manage meeting materials.
• Collaboration:
  
  Contribute to the overall operation, reputation, and performance of the Library and the Office of the University Librarian.
• Teamwork:
  As part of a small team, share in delivering administrative support and provide backup support for other administrative staff when needed.

• Coordinate and administer all activities associated with payroll, attendance, and personnel administration for employees (regular full‑time, temporary full‑time, student, and part‑time) for most library employee groups.
• Conduct routine financial reconciliations, verify and submit expense reports, submit correcting entries, assist with purchasing, reporting, compliance, and other financial administration as directed by the Manager, Finance for the library.
• Maintain job descriptions and identify and coordinate updates when required.

• Liaise with Human Resources Consultants on matters of recruitment and interpretation of policies, including terms in collective agreements.
• Coordinate and advise managers on all recruitment for student, part‑time, USW, and P&M employees.
• Triage inquiries from managers and employees on interpretations of collective agreements and library policies and procedures for six (6) diverse employee groups.
• Maintain and coordinate updates of administrative policies, procedures, and internal documentation for the library.

• Education & Experience:
  
  One year of community college in Office/Business Administration, Payroll Certificate, and experience with HR systems, policies, and payroll functions, or an equivalent combination of education and experience.
• Knowledge:
  Human Resources administration, electronic systems, unionized environments, and the Provincial Employment Standards Act.
• Technical
  
  Skills:
  
  Intermediate proficiency in Microsoft Office and foundational knowledge of ABBYY Fine Reader or other PDF creation and editing packages.
• Core Competencies:
  
  Effective communication, problem‑solving, organizational, stress management, time management skills; ability to work independently and collaboratively in a team environment;…