Departmental Assistant - Temporary/AppD Replacement

If you are a current Fanshawe College employee, please apply to jobs directly through Workday . Do not apply on the external career page. Interested in growing your career at Fanshawe College? Fanshawe College thrives because of its people. We foster a culture of excellence and see opportunities to turn potential into impact. Leading with empathy, belonging, unity, learning and courage, we guide the learning journey of our students, ensuring they are ready for work and life, today and tomorrow. Working at Fanshawe College Fanshawe College is committed to the principles of hybrid work and may offer this option to employees whose work can be performed in an alternate location, without adverse impact to the operations of the College, inclusive of our Student and Staff experience. Confirmation of hybrid work options available to you will be clarified upon hire and may be subject to change based on the duties required of your position. Successful candidates will be required to perform work within Ontario and must be available to work on campus, as required. Posting Closing Date: August 3, 2026 Campus Location: London, ON Department: FTY1 Faculty of Science, Trades, Technology, and Design Employment Group: Support Pay Details: $29.83 Hourly Worker Sub-Type: Fixed term (Fixed Term) Time Type: Full time Remote Type: In-Person Contract End Date: November 12, 2027 Hours of Work per Week: 35 Job Description: Note: This is for 1 Regular Full-Time temporary vacancy until November 12, 2027. This position is a daily on campus in-person work schedule. This position is deemed a critical replacement vacancy. Why this Role is Important Reporting to the Department Leader, the Assistant plays a key role in supporting the day-to-day administrative operations of an academic or service department. As a front-line support position, the Assistant provides clerical and customer service support to faculty, staff, and students, and ensures that departmental processes are executed efficiently and according to standard procedures. This role is often the first point of contact for students and external guests, requiring strong interpersonal and organizational skills. How You’ll Make an Impact Front-Line Support & Reception Act as the first point of contact for students, faculty, staff, and visitors, providing friendly and professional service in person, by phone, and via email Respond to general inquiries, provide information on departmental services, and direct individuals to the appropriate resources or personnel Maintain a welcoming reception area and ensure that visitors are greeted and supported appropriately Triage and escalate inquiries when necessary, using sound judgment and established procedures Clerical Support & Data Entry Prepare basic administrative documents, including forms, notices, sign-up sheets, and routine correspondence, while also handling the pickup and delivery of materials throughout the College as needed Input and update data into institutional systems (e.g., student information systems, scheduling platforms) with a high degree of accuracy Assist with tasks related to course scheduling, room bookings, or exam coordination in collaboration with faculty or administrative colleagues Support document formatting, photocopying, scanning, and printing tasks May be responsible for managing invoices, ensuring accurate financial tracking, and notify the Manager/Director of abnormalities Supplies & Equipment Coordination Monitor inventory levels and maintain adequate supplies of office materials Place orders for office or instructional supplies using approved purchasing procedures Track supply usage and delivery timelines; follow up with vendors or purchasing teams as needed Submit service requests for office equipment maintenance (e.g., printers, copiers) and ensure timely resolution Recordkeeping & Filing Maintain organized filing systems (electronic and paper) for departmental records, correspondence, and student-related documents Ensure documents are filed in accordance with privacy regulations and institutional policies Perform photocopying, scanning, and archiving duties as required to support operational efficiency Assist in preparing records for audits, reviews, or departmental reporting Track compliance records, including WHMIS training documentation, ensuring all faculty and staff meet regulatory requirements Team Support & Coordination Provide general administrative assistance to department faculty and staff, including scheduling support, room setup, or distributing materials Assist with the coordination and logistics of department meetings, workshops, or small events Take and circulate meeting notes when requested Participate in departmental projects or initiatives by completing assigned clerical tasks What You'll Bring Post-secondary 2 year diploma or equivalent in office administration, business administration, or a related field Minimum 2 years of relevant administrative or clerical experience in an office or customer service environment Experience responding to inquiries in person, by phone, or via email in a professional setting Demonstrated ability to perform data entry, maintain filing systems, and handle routine office tasks with accuracy and attention to detail Familiarity with using standard office software (e.g., Microsoft Word, Excel, Outlook) and basic office equipment (e.g., printers, copiers, scanners) Strong organizational skills, time management skills and attention to detail Ability to multi-task and work independently Excellent verbal and written communication skills Ready to Apply? If you’re ready to strengthen our student experience and contribute to something bigger — we’d love to hear from you. Submit your application by the specified closing date. Fanshawe College uses Workday to manage recruitment and hiring processes. Educational Credentials While transcripts are not required for the interview, they are mandatory as a condition of employment. Equity, Diversity and Inclusion Fanshawe College is an equal opportunity employer. We are committed to equity, value diversity, and welcome applicants from diverse backgrounds. Accommodation Fanshawe College provides accommodations to job applicants with disabilities throughout the hiring process. If a job applicant requires an accommodation during the application process or through the selection process, the hiring manager and the recruiter leading the recruitment will work with the applicant to meet the job applicant’s accommodation needs. Accommodation requests per the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act can be emailed to: [email protected] Land Acknowledgement Fanshawe College would like to acknowledge and honour the Anishinaabe, Lotinuhsyuní and Lenape people of southwestern Ontario as the traditional owners and custodians of the lands and waterways where Fanshawe College is located. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.