Assistant to the Academic Dean (Replacement)

Department: Academic Sector    

Services: Academic Dean's Office   

Immediate Supervisor's: Sandrina Joseph    

Position Status: Full-time, replacement   

Length of the contract: Until May 16, 2027    

Work Location: Vanier College    

Work Schedule: Mon - Fri, 8:30 a.m. - 4:30 p.m. (35 hrs/week)   

External Posting Start Date: October 27, 2026    

External Posting End Date and Time: November 2, 2026 at 17:00    

Salary Scale: $83,646 - $111,524   

Expected Start Date: As soon as possible      

Job Description: 

Reporting to the Academic Dean, the Assistant to the Academic Dean performs functions associated with the management and responsibilities of the Academic Dean’s Office, organizing, coordinating and supervising the administrative work for the Office of the Academic Dean.  

More specifically, but not limited to, the Assistant:

• Organizes and coordinates the Academic Dean's Office's dossiers, activities, calendar, communications and processes; 
• Receives and analyzes all requests sent to the Academic Dean's Office in order to submit a summary and recommendation to the Dean on the matter; 
• Oversees all budgets for the Academic Dean's Office and collaborates with the Finance Department; 
• Oversees the development and application of procedures and tools for the Academic Dean’s Office; 
• Prepares submissions of academic dossiers and ensures that they follow the necessary critical path through the appropriate committees such as Academic Steering Committee, Joint Coordinators, Academic Council, Board of Directors and executes any required follow up; 
• Acts as the liaison person between the Academic Dean's Office and the Ministry as well as various other external institutions and colleges; 
• Participates in the elaboration, revision and implementation of Academic policies and the College's Student Success Plan; 
• Analyzes the priorities and critical path for the semester and academic year based on the College's Strategic Plan and Student Success Plan and proposes a list of recommendations to the Academic Dean; 
• Ensures a coordination role in various processes related but not limited to Student Success projects and Professional Development Group Support projects; 
• Assists faculty with the administration of projects approved through the Academic Dean's Office and ensures that they conform to set standards and norms; 
• Prepares reports for the Academic Dean as requested; 
• Manages program management and quality assurance related dossiers for the Academic Dean's Office; 
• Represents the Academic Dean at meetings, internal or external, as requested; 
• Takes notes during management meetings or as required; 
• Oversees the archiving/scanning of records and the document management system for the Office of the Academic Dean and supports academic non-teaching departments to meet college requirements; 
• Acquires and maintain a detailed knowledge of the College’s mission, policies, and strategies, and keeps up-to-date with relevant policies and processes, external and internal; 
• Plans and organizes events and receptions. 

Other related tasks which fall within the scope of the classification of this position may be assigned. 

Schedule: Monday to Friday, 8:30 a.m. – 4:30 p.m. (35 hours per week) 

Contract: November 16, 2026 until May 16, 2027, or until return of the incumbent to their position

Classification: Gestionnaire administratif, classe 5 (C-5) 

Qualifications: 

• Bachelor’s degree in an appropriate field; 
• Three years of experience in the education sector, preferably at the college level; 
• Excellent English and French oral and written competencies (to be tested); 
• Intermediate knowledge of Microsoft Office Word and Excel (to be tested); 
• Strong knowledge of the Cégep system; 
• Demonstrated ability to work collaboratively in a team-based, multi-disciplinary environment; 
• Strong interpersonal and organizational skills; 
• Broad working knowledge of administrative and academic practices and procedures in a post-secondary institution; 
• Experience in handling difficult and complex dossiers and ability to manage stressful situations; 
• Superior interpersonal and communication skills and the ability to build relationships; 
• Ability to communicate in a sensitive, courteous manner to ensure confidentiality and discretion; 
• Superior planning, coordination, organizational and time management competencies; 
• Strong change management, analytical and problem-solving competencies; 
• Ability to work independently as well as an active team member; 
• Commitment to learning.