OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create
OCAD University, Canada’s largest and oldest art and design university, is a vibrant community of bold, curious and compassionate artists, designers and scholars who are imagining and creating a joyful, equitable and sustainable world. The University is an internationally renowned hub for art, design, digital media, research, innovation and creativity, and arts administration. It embraces collaborative and interdisciplinary approaches to change-making through art, design-thinking curriculum and research, making OCAD U a local, regional, national and global leader in art and design.
It is an exciting time to join the OCAD U community as the University is at a key stage in its institutional transformation, with the implementation of its Academic and Strategic Plan and guiding principles — driving positive impact; decolonization, indigenization and equity; environmental sustainability; emerging as a vibrant hub; student centered approaches; innovation in learning teaching and research; and financial stewardship.
Reporting to the Manager, Faculty of Design Office, the Program Assistant is responsible for acting as the initial point of contact for students, across all program areas within the Faculty of Design.
Summary of Responsibilities:
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Act as the initial point of contact for all Design programs by responding to student inquiries and requests for information, directing inquiries as appropriate
- Responsible for sending communication to students (i.e. academic instructions, dates and deadlines)
- Provide direct support for students, including scheduling appointments with Chairs, supporting Reinstatements, maintaining related files, accessing student files, transcripts and registration information as required
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Assist the Manager with Awards Jurying
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Working collaboratively with other Faculty of Design Office staff, to support improvements to office procedures to increase efficiency, and workflow balance
- Prepare and maintain accurate digital filing systems
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Liaise with various departments including the Office of the Registrar, Student Accessibility Services, Student Wellness Centre and International Student Support & Exchange Programs to address student concerns
- Assist with FOD’s participation in the Graduate Exhibition, under the direction of the Manager
- Support the review and processing of student requests for program changes, reinstatement, and entry into Faculty of Design programs under the Manager’s oversight; prepare and organize required documentation, ensuring all materials are reviewed by the Manager prior to submission to the Office of the Registrar
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Provide administrative support to the Associate Dean, Academic Affairs including support related to academic
misconduct, grade appeals, student petitions and elevated faculty/student issues -
Act as the initial contact for individuals and groups bringing issues to the Office of the Dean, and advise regarding the most appropriate avenues within the University’s administrative and academic structures to handle them efficiently
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Serve as secretary to faculty office, program and University committees, as directed by the Manager, Faculty of Design Office
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Generate reports and retrieve curricular and scheduling information using University systems (e.g. Canvas Cloud, Colleague UI, Self‑Service/Student Planning, CROA, and room‑booking platforms)
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Perform general administrative duties such as: photocopying; booking rooms; preparing and following up on work requests; processing incoming and outgoing mail; ordering office and photocopier supplies; etc.
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Act as back-up to the Program Assistant (Admin) as required
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Support the Manager in daily operations, special projects and other duties that contribute to the successful operation of the Faculty of Design Office
Qualifications:
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Post-secondary degree or equivalent, with two (2) years of administrative work experience, preferably in a post-secondary educational environment
- A demonstrated commitment to providing outstanding customer service in a diverse environment
- Experience using learning management systems to support faculty and students; experience with Canvas, an asset
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Strong computer skills with a knowledge of Microsoft Office applications (Outlook, Word, Excel), and experience working with databases
- Demonstrated project management skills pertaining to organizing international collaborations, special events, competitions etc.
- Outstanding interpersonal, communication, and problem-solving skills
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Demonstrated attention to detail, and organizational skills, including the ability to juggle competing demands, prioritize tasks and meet deadlines
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Proven ability to take initiative and work both independently and participate collaboratively in a team environment
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Demonstrated commitment to the principles of equity and diversity, and experience promotion a respectful work and learning environment for students, staff and faculty
This posting is for an existing vacancy.
Compensation: Hiring Range - $27.56 to $31.53 per hour commensurate with experience, plus 4% vacation pay and 7% in lieu of benefits; Salary Range - $27.56 to $35.76 per hour.
Hours of Work: Monday to Friday, for a total of 35 hours per week. This is a temporary contract expected to begin September 2026 and continue until June 30th, 2027.
Mode of Work: Hybrid, 3 days on campus.
Application Deadline: Interested applicants are invited to submit an updated * resume and cover letter (PDF) . The review of applications will begin immediately and will continue until the position has been filled.
- Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job Code
As an institution committed to art, design, digital media and related scholarship, OCAD University recognizes the profound and essential value that diversity brings to the creation, reception and circulation of creative practices and discourse. OCAD University understands that valuing diverse creative practices and forms of knowledge are essential to and enrich the institution’s core mission and vision as an art and design university with a local and global scope.
As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities .
All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.
