Job Title:
Assistant to the Dean’s Office and Program Coordinator
Competition Number:
002-2026
Service:
Canon Law
Immediate Supervisor:
Dean of the Faculty of Canon Law
Job Type:
Permanent, full-time (Unionized)
Work Schedule:
35 hours per week
Salary Scale:
Level 6 ($59 208 - $74 781)
In this document, the masculine pronoun is used without discrimination and only for conciseness.
Saint Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained a federated relationship since 1965. Bilingual and on a human scale, it has more than 1,000 students. It offers programs in: social communication, counselling and psychotherapy, canon law, public ethics, conflict studies, theology, human relations, transformative leadership and spirituality, and social innovation. Saint Paul University offers an environment conducive to professional growth and competitive benefits.
SUMMARY
The Assistant to the Dean's Office and Program Coordinator is a key position to support the administrative operation of the dean's office and the faculty of Canon Law, as well as to ensure effective operation and coordination of the programs and courses.
Specific Accountabilities
I- Administrative support to the dean's office and faculty
manages all requests for meetings (received and sent) on the dean’s agenda;anticipates and initiates all procedures related to schedules in professors’ contracts (requests for promotion, sabbatical, etc.);works with the dean on special projects;sets the meeting schedule for faculty council; organizes, coordinates and prepares the relevant documentation for the meeting and does the minutes;plans and organizes committee meetings for the faculty: executive committee, faculty council, selection committee (full-time professors and administrative staff) and ad hoc committees; checks that the necessary documentation for all meetings is accurate and available to committee members;prepares relevant applications for the Board of Governors and the Executive Committee and submits them to the dean;manages the teaching assistant and work-study programs so that the needs of the faculty are met;translates short documents and communications into English or French;represents the faculty on certain committees;in collaboration with the dean, updates the faculty’s manuals, including the Student Manual and Professor Manual.
Financial resource management
develops, in collaboration with the Dean, the annual budget for the faculty, including its two affiliated centres;processes invoices, ensuring payments in accordance with internal procedures established by the Dean’s Office;ensures rigorous monitoring of expenditures to guarantee compliance with the approved budget;acts as an administrative and financial resource person for the dean, professors and staff;anticipates the needs of the faculty and makes the necessary purchases.
Human resources
prepares contracts for part-time professors and manages the preparation of professors’ contracts in keeping with the university’s regulations;prepares the teaching assistant contracts and follows up with Human Resources Services;coordinates the writing of special contracts with Human Resources Services;sees to the posting of professors’ positions and administrative staff positions with Human Resources Services and does the required follow-up;creates and keeps up to date the dossiers of professors and part-time professors while maintaining complete confidentiality;creates and keeps up to date a course evaluation dossier for each professor and for each part-time professor;ensures the logistics for hiring interviews for professors: receives applications and sends acknowledgements of receipt; prepares a dossier for each candidate for the selection committee; and follows up on the communication with the candidates;welcomes and gives information to new professors; gives them the relevant documentation; coordinates and plans the integration process with the dean's office and the faculty and oversees the smooth running of this process.
Support to public events and projects
Supports the dean and faculty in the following activities:
planning, organizing, and coordinating special events such as public talks, events and conferences, including the Legal Education Program;maintains faculty specific database for sending invitations to public events and collaborates with the SPU media office staff in planning and organizing such events;supports events of the Faculty of Canon Law when they take place outside of regular work hours such as evenings or weekends.
II- Coordinating and promoting programs and course offerings
In collaboration with the dean and faculty:
puts together the course schedules;maintains a database of the courses taught by each professor;coordinates the course list publication;updates the course calendar on the uoCampus platform, as required;collects and verifies that syllabi comply with faculty regulations regarding content requirements.collaborates with the director of studies and the academic advisor in planning the orientation for new students and welcoming them;is liaison with the appropriate university departments in all issues related to course offerings, professors, student evaluations, distance learning needs, and assignment of classrooms;works with the Recruitment and Communications Services to develop an advertising and promotion plan.
Supporting the work of the faculty executive committee
participates as needed at the faculty meetings that are related to programs and curriculum; supports the dean in the implementation of the decisions made;collaborates with those responsible for organizing regular evaluation of the administrative needs of the facultyhelps prepare the requests to the Senate to change or create new programs, courses, regulations, etc.;works as a resource person and liaison with other SPU departments and outside institutions (including BBI-TAITE, Australia, and other such institutions as may develop in the future) on matters related to programs and course offerings;provides academic integrity support, managing the administrative process related to the academic fraud cases and subsequent appeals as stipulated by the relevant academic regulation.
Maintaining the Faculty of Canon Law pages on the SPU web site
In collaboration with the appropriate departments of the university, follows up on updating the information on the programs, events, and activities of the Faculty of Canon Law and the pages of the faculty; regularly reviews the web site to makes sure that the information on the course offerings is up to date and correct.
III - Collaboration with the Centre for Canonical Services (CCS) and the Centre for Safeguarding Minors and Vulnerable Adults (CPCS)
- Collaborates with the Centre for Canonical Services and the Centre for Safeguarding Minors and Vulnerable Adults in coordinating, providing, and implementing the works of the Centres, as directed by the Dean
ESSENTIAL SKILLS AND QUALIFICATION
Postsecondary diploma related to office administration or equivalent experience.Experience in doing administrative work for academic programs in a university environment.Experience in using various computer systems and software, such as Excel, Word, PowerPoint, Outlook, Internet, Adobe Acrobat, UOCampus, CMS (Content Management System), EventPro, email, internet, Microsoft front page Excellent communication and interpersonal skills.Excellent communication and interpersonal skills.Ability and willingness to work collaboratively.Excellent planning and organizing skills, and ability to simultaneously support multiple projects.Ability to work under pressure for meeting deadlines and responding to unexpected demands.Fully bilingual in French and English, both written and oral.
Interested candidates are requested to submit an online application at www.ustpaul.ca by August 31, 2026 at 11:59 pm.
We thank all applicants for their interest in this position. We will be contacting only those candidates who have been chosen for the next step of the selection process.
We are committed to ensure employment equity and we encourage the participation of all Canadians. If your application is successful and you think you need accommodation during the selection process, please notify us. Your personal information is protected under the provisions of the Privacy Act.
