Assistant to the Dean and Program Coordinator

Job Title:

Assistant to the Dean and Program Coordinator

Competition Number:

002-2026

Department:

Faculty of Canon Law

Immediate Supervisor:

Dean of the Faculty of Canon Law

Employment Type:

Permanent, full-time (Unionized)

Work Schedule:

35 hours per week

Salary Scale:

Level 6 ($59,208 - $74,781)

The masculine gender is used without discrimination and for the sole purpose of making the text easier to read.

Saint Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained a federation agreement since 1965. Bilingual and human-scaled, it has over 1,000 students; it offers programs in social communications, counselling and psychotherapy, canon law, public ethics, conflict studies, theology, human relations, transformative leadership, and spiritual and social innovation. Saint Paul University offers a work environment conducive to professional growth and competitive benefits.

SUMMARY

The Assistant to the Dean and Program Coordinator is a key position aimed at supporting the administrative operations of the Dean's office and the Faculty of Canon Law, and ensuring the smooth operation and effective coordination of programs and courses.

Main Duties

I- Administrative support to the Dean's office and the faculty

The incumbent:

• manages all meeting requests (received and sent) appearing on the Dean's agenda;
• anticipates and initiates all procedures related to schedules in professor contracts (promotion requests, sabbatical leave requests, etc.);
• Collaborates with the Dean on special projects;
• sets the schedule for faculty council meetings; organizes, coordinates, and prepares relevant documentation for meetings and drafts minutes;
• plans and organizes meetings for the various faculty committees: executive committee, faculty council, selection committee (full-time professors and administrative staff), and ad hoc committees; ensures that the necessary documentation for all meetings is accurate and made available to committee members;
• prepares relevant applications for the Board of Governors and the executive committee, and submits them to the Dean;
• administers teaching assistant and work-study programs to meet faculty needs;
• translates short documents and communications into English or French;
• represents the faculty on certain committees;
• in collaboration with the Dean, updates faculty manuals, including the student handbook and the professor handbook.

Financial Resource Management

• develops, in collaboration with the Dean, the annual faculty budget, including its two affiliated centers;
• processes invoices, ensuring that payments are made in accordance with internal procedures established by the Dean's office;
• ensures rigorous monitoring of expenses to guarantee compliance with the approved budget;
• acts as a resource person for administration and finance for the Dean, professors, and staff;
• anticipates faculty needs and makes necessary purchases;

Human Resources

The incumbent:

• prepares contracts for part-time professors and ensures the preparation of professor contracts in accordance with university regulations;
• prepares contracts for teaching assistants and ensures follow-up with the Human Resources department;
• coordinates the drafting of special contracts with the Human Resources department;
• ensures the posting of professor and administrative staff positions in collaboration with the Human Resources department and ensures necessary follow-up;
• creates and maintains professor and part-time professor files, with full confidentiality;
• creates and maintains a course evaluation file for each professor and each part-time professor;
• handles logistics for professor job interviews: receiving applications and sending acknowledgments of receipt; for each candidate, preparing a file for the selection committee; following up on communication with candidates;
• welcomes and informs new professors, provides them with the necessary documentation, coordinates and plans the integration process with the Dean's office and the faculty, and ensures the smooth running of this process.

Support for events and public projects

Supports the Dean and professors in the following activities:

• planning, organizing, and coordinating special events such as conferences, events, and public debates, including the legal training program;
• maintaining a faculty-specific database for sending invitations to public events and collaborating with SPU media office staff for the planning and organization of these events;
• supporting Faculty of Canon Law events when they take place outside of regular working hours, such as evenings or weekends.

II- Coordination and promotion of programs and course offerings

In collaboration with the Dean and the faculty, the incumbent:

• develops the course schedule;
• maintains a database of courses taught by each professor;
• coordinates the publication of the course list;
• updates the course calendar in the uoCampus platform;
• gathers and verifies that syllabi comply with faculty regulations regarding content requirements;
• collaborates with the Director of Studies and the Academic Advisor to plan the orientation and welcome of new students;
• liaises with appropriate university services for all matters related to course offerings, professors, student evaluations, distance learning needs, and classroom allocation;
• works with the Recruitment and Communications department to develop an advertising and promotion plan.

Supporting the work of the faculty executive committee

The incumbent:

• participates as needed in faculty meetings related to programs and curricula;
• supports the Dean in implementing decisions that are made;
• collaborates with responsible individuals to organize regular assessments of the faculty's administrative needs;
• helps prepare requests to the Senate to modify programs, courses, regulations, etc., or to create new ones;
• works as a resource person on issues related to programs and course offerings; liaises with other SPU departments and external institutions.
• provides support regarding academic integrity, managing the administrative process related to cases of academic fraud and subsequent appeals, in accordance with applicable academic regulations.

Maintaining the Faculty of Canon Law pages on the University website

• In collaboration with the relevant university departments, monitors the updating of information on programs, events, and activities of the Faculty of Canon Law and the Faculty's pages; regularly reviews the website to ensure that information on course offerings is up to date and correct.

III- Collaboration with the Canon Law Services Centre (CSC) and the Centre for the Protection of Minors and Vulnerable Adults (CPCS)

• Collaborates with the Canon Law Services Centre and the Centre for the Protection of Minors and Vulnerable Adults to coordinate, provide, and implement the work of the centers, in accordance with the Dean's directives.

ESSENTIAL SKILLS AND QUALITIES

• A university degree related to office automation and program administration or equivalent experience;
• Experience in administrative work related to academic programs in a university setting;
• Experience in using the Microsoft Office 365 suite, internet platforms for communication, etc.;
• Excellent communication and interpersonal skills;
• The ability and willingness to work collaboratively;
• Excellent planning and organizational skills, and the ability to support multiple projects simultaneously;
• The ability to work under pressure to meet deadlines and respond to unexpected requests;
• Full bilingualism in French and English, both written and spoken.

Interested candidates are invited to submit their application online at Job Opportunities (ustpaul.ca) by August 31, 2026, at 11:59 p.m.

We thank all those who have applied. We will only contact candidates selected for the next stage of the selection process.

We subscribe to the principles of employment equity and encourage the participation of all individuals eligible to work in Canada. If your application is selected and you believe you require accommodation during the selection process, please inform us if you are contacted for an interview. Personal information is protected in accordance with the provisions of the Privacy Act.