Assistant to the Academic Dean

Full Time, Fixed-Term

Term: December 10, 2025- September 2, 2026

The hourly rate for this position is $30.30/hr.

Job Responsibilities:

1.) Serve as the primary staff assistant to the Academic Dean:

• Provide a warm, receptive and confident presence to those interacting with the Office of the Dean
• Maintain the Dean’s calendar and coordinate travel plans
• Vet phone calls, emails and requests for the Dean
• Research and prepare proposals, memos and correspondence
• Assist in scheduling meetings with direct reports and other staff employees; schedule, draft agenda, and attend Senior Administrative Leadership Team (SALT) meetings
• Maintain accurate and comprehensive records through a systematic filing system
• Respect the confidential/sensitive nature of all information in the Office of the Dean

2.) Serve as the primary faculty administrator:

• Respond to faculty requests and inquiries in a timely and efficient manner
• Draft committee membership and schedule for the academic year
• Draft agendas, set up, and take minutes for faculty meetings, and select sub-committee meetings
• Schedule annual reviews between faculty and the Dean
• Draft, distribute, and collect sessional instructor contracts for fall and winter terms
• Ensure sessional faculty and scholars-in-residence are approved, oriented, and set-up in offices
• Provide administrative support for new faculty searches
• Monitor the SHHRC application portal and facilitate institutional approval of faculty grants.
• Maintain and keep up-to-date faculty files and CVs

3.) Manage all finances relating to the Academic Dean’s Office:

• Assist in drafting the Dean’s Office annual budget. Monitor budget trends throughout the year
• Process all financial requests related to the Dean’s Office

4.) Provide support for Regent’s academic programs:

• Facilitate hiring, training, and support of all TAs for the fall and winter terms
• Collect, edit, and distribute syllabi for fall, winter, and summer terms
• Schedule and proctor comprehensive exams
• Serve as the point person for one-off Dean’s Office lectures and events in the fall and winter terms

5.) Create, modify, and support select parts of the Regent College website, internal registration system (REGIS), and online learning platform (Moodle).

• Keep faculty bios up to date and create new faculty/visiting scholar pages
• Ensure course descriptions are accurate on the website, REGIS, and Moodle
• Provide support in setting up, editing, and troubleshooting Moodle course pages

Qualifications:

Applicants must have three to five years administrative experience plus a minimum of an undergraduate university degree. Administrative experience in an academic institution would be considered an asset. The ideal candidate will be a person who:

• Understands and supports the ethos and mission of Regent College as articulated in the Theological Position (http://www.regent-college.edu/about- us/theological-position)
• Has exceptional organizational skills: attention to detail; good time management; ability to multitask effectively; discipline to deal with issues in a timely manner; ability to plan well and anticipate needs; ability to keep information in an orderly manner
• Has a high level of customer service and is skilled at problem solving
• Is capable of working quickly and accurately while under pressure to meet deadlines
• Displays excellent oral and written communication skills and a demonstrated ability to effectively communicate over email
• Is proficient in MS Office. Experience with Moodle would be considered an asset
• Maintains strict confidentiality
• Is competent in managing a budget
• Has the demonstrated ability to form good working relationships and utilizes good judgement

Application Process:

Applications must include a resume and a cover letter including your eligibility to work in Canada for the entire duration of the Term. The application deadline is November 10 at 12:00pm. To submit your application please email: [email protected].