Administrative Assistant, Academic

Job Description

<h3>Job Description</h3><p>Job Description<p><p>We are looking for the visionaries, the change-makers, and the self-starters who are seeking more from their career. Change begins with the small decisions we make, each day, to support each other, and strive to create inspiring, incredible educational experiences for all students, no matter where they are, or how they learn. In choosing a career with Yorkville University, you will have the opportunity to push boundaries, flex your creativity, and inspire positive change for so many people.</p><p>Our core values put the student experience at the center of what we do, reflecting who we are, and aspire to be. If you want to shine a light on academic excellence, be empowered to make an impact on the transformation of the Canadian post-secondary education landscape, and work collaboratively beyond levels, join us.</p><p><strong>Who we need</strong></p><p>Reporting to the Principal & Vice President, Academic Ontario, we are seeking an Administrative Assistant who is motivated to make a meaningful impact in higher education. This is an opportunity to gain exposure to the inner workings of academic leadership and to contribute directly to the student experience at Yorkville University.</p><p>You will provide efficient, accurate, and confidential support, ensuring the seamless coordination of strategic projects, contracts, high-priority meetings and events, and communications. You will serve as a trusted resource, fostering a welcoming and rewarding environment for faculty, staff, students, and external partners.</p><p><em>This is a full time role, working primarily on-site at our Concord location.</em></p><p><strong>What&#39;s in it for you</strong></p><p><em>Impact and connection. </em>You will collaborate closely with students, faculty, and academic leadership, playing an essential role in shaping how academic services are delivered and experienced. From course scheduling to scholarships, your work will touch every stage of the student journey, ensuring a fair, transparent, and rewarding educational experience that helps students succeed.</p><p><em>Exposure and growth.</em> You will gain a rare view into the inner workings of a university, from academic programs to cross-department initiatives. This is an opportunity to take on varied responsibilities, learn how decisions are made, and contribute ideas for improvement—including exploring how tools like AI can make processes more efficient.</p><p><em>Career development. </em>Yorkville University is a progressive, innovative, and student-centred institution. Here, you will join an environment that inspires change, values collaboration, and actively invests in your professional development. This is an opportunity not only to start or accelerate your career in academic administration, but also to position yourself for future opportunities in student services or operations.</p><p><strong>As our new Administrative Assistant, you will:</strong></p><ul><li><strong>Plan and deliver academic schedules.</strong> You will help prepare the campus exam schedule and related class scheduling initiatives, ensuring students have a fair, organised, and seamless academic experience. You will also support the full life cycle of both undergraduate and graduate terms, including scheduling meetings, tracking progress, and reporting on program KPIs that measure student and faculty outcomes.</li><li><strong>Coordinate and manage projects.</strong> You will track budgets, organise activities, and maintain project schedules to ensure projects are delivered on time and within scope. You will act as the administrator for the project management portal used for student memberships, contributing to improved access, transparency, and student engagement.</li><li><strong>Support decision-making through communication.</strong> You will develop agendas, prepare materials, record meeting minutes, and produce reports that provide clarity and accountability. Your contributions will drive measurable outcomes in student-focused initiatives and ensure leadership decisions are informed and actionable.</li><li><strong>Respond and resolve. </strong>You will manage inquiries with professionalism and accuracy, answering faculty questions, and occasionally student questions. You will ensure timely information and support is available to academic leadership, reducing delays and improving responsiveness across the institution.</li><li><strong>Facilitate opportunities for students.</strong> You will coordinate academic processes tied to scholarships, awards, admissions, and curriculum committees. Your work will directly expand opportunities for students, supporting equity, recognition, and academic success.</li><li><strong>Collaborate and contribute across teams. </strong>You will participate in regular faculty and leadership meetings, providing administrative support and contributing to cross-faculty projects. You will strengthen alignment across programs and help drive initiatives that benefit both undergraduate and graduate communities.</li><li><strong>Maintain academic integrity through records. </strong>You will manage records and documentation for academic committees, ensuring compliance, transparency, and consistency in processes that students and faculty can trust.</li></ul><p><strong>You have:</strong></p><ul><li><strong>The education and experience.</strong> You may have a diploma or degree in a business-related field, or you may have gained your knowledge through other experiences. You bring strong organizational skills and attention to detail, with the ability to manage calendars, coordinate meetings, track tasks, and support projects. Previous academic, office, administrative, or customer service experience is an asset, but most importantly you are eager to learn and apply your skills in a university setting.</li><li><strong>The mindset.</strong> You are proactive and resourceful. You can work independently, keep others updated at a high level, and take ownership of your tasks. You are curious, collaborative, and solution-focused, always looking for ways to make processes smoother and more efficient. You are open to learning new approaches and comfortable asking questions to build your understanding.</li><li><strong>The project coordination skills.</strong> You can balance multiple priorities and follow through on tasks from start to finish. You know how to keep things moving, anticipate next steps, and close the loop with your team. You are flexible and able to adapt when things change, while staying focused on achieving results.</li><li><strong>The technical skills.</strong> You are comfortable with MS Office (Word, Excel, Outlook, PowerPoint) and other productivity tools. You are quick to pick up new technology, and you are curious about exploring how tools—including AI—can make your work more effective.</li><li><strong>The interpersonal skills. </strong>You are a strong communicator who can share updates clearly and respectfully. You build trust by listening, following through, and contributing to a positive team culture. You value diverse perspectives and enjoy working with people across different levels and areas of the university.</li></ul><p><strong>Why work at Yorkville University? </strong></p><ul><li>An atmosphere that successfully blends an entrepreneurial culture with education. We value innovation and continuously look towards expanding our programming, working with the latest research, tools, and solutions. As a private school with government approval of our offerings, we have the opportunity to do more, stay current, and be future-forward.</li><li>The chance to accelerate your career and disrupt education by responding to the needs you see and purposefully challenging the status quo. Everything we do here is about delighting and engaging our employees and ultimately our students from mentorship to teaching, from creative outlets to analytical ones. </li><li>A place where all individuals feel welcomed in the academic and workplace environments, and can bring their authentic selves to the educational and work spheres. We celebrate the full range of human diversity, and we acknowledge that equal access to opportunities and services may require the removal of barriers that equity-seeking communities experience in trying to obtain this access. </li><li>The opportunity to grow with access to free courses, certifications and programs - right up to our Masters&#39; offerings. </li><li>An appreciation for the insights and skills you bring to work with a competitive salary and comprehensive benefits, including a wide breadth of wellness services, and a work-life balance.</li></ul><p><strong>Join us</strong></p><p>We welcome and appreciate candidates with a range of backgrounds and experiences. If you have 70% of the qualifications we are looking for, express your interest. </p><p><strong>What you can expect from our hiring process:</strong></p><ul><li>A virtual interview with a Talent Advisor discussing your interest in the role.</li><li>An interview with the Principal & Vice President, Academic - Ontario to share more about your experience providing administrative, project, and process support. </li><li>An in-person interview with the program leads and a tour of the campus and an in-person meeting with the Principal & Vice President, Academic - Ontario.</li></ul><p>Diversity, equity and inclusion are a critical component of life at Yorkville University and Toronto Film School and we are committed to making these values an integral part of our culture. We encourage applications from all qualified applicants, including women, persons with disabilities, Black, Indigenous and People of Colour (BIPOC), people from the Lesbian, Gay, Bisexual, Transgender, Transsexual, Queer, Questioning, Two-Spirit, Intersex, Asexual + (LGBTQ2SIA+) community and other equity-seeking groups.</p><p>Yorkville University is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (&#39;AODA&#39;). If you require accommodation for disability, please notify Human Resources at 1-877-429-4029.</p><p><br />#LI-DNI </p><p>Powered by JazzHR</p><p>PfaPyfULl2</p></p></p>