Assistant to Associate Dean - Appendix D/Temporary Assignment (May 2026 - June 2026)

Status: Appendix D/Temporary Assignment (May 2026 – June 2026)

Hours: Monday – Friday, 35 hours/week

Home Campus: IAHS (hybrid work arrangements available)

Rate of Pay: Payband G (Start Rate: $34.60 per hour, plus 8% in lieu of vacation and benefits)

Vacancy Status: 1 vacancy available

Posting Date: May 28th, 2026

Closing Date: June 5th, 2026 at 7:00 pm EST

We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators, we believe it is important to act and show leadership in advancing the principles of reconciliation, equity, diversity, and inclusion in our community.

Job Summary

Under the direction of the Associate Dean of Medical Imaging and the Academic Director of CIAMI who is responsible for the Medical Radiation Sciences: Radiography, Sonography and Radiation Therapy programs, Magnetic Resonance Imaging programs, Nuclear Medicine, Diagnostic Cardiac Sonography programs and associated research & academic initiatives, the incumbent provides administrative and financial support for the program cluster, providing a wide range of functions that contribute to the success of the students, faculty, support staff and the Associate Dean. The incumbent also contributes to the effective and efficient operation of the School of Health and the Centre for integrated and advanced medical imaging (CIAMI), by providing quality customer service in keeping with Mohawk College’s strategic plan.

What you’ll be doing:

Contributes to the operation of a cluster of programs with the provision of a range of administrative duties. Specific responsibilities include navigating multiple systems for both McMaster and Mohawk to plan and coordinate key academic-related activities such as:

• Assist the Associate Dean, School of Medical Imaging and Academic Director CIAMI in preparation to hire, posting, and providing resources to support the hire of new team members, faculty, and support.
• Supports project management under the direction of the Associate Dean Medical Imaging and Academic Director of CIAMI and in collaboration with the Director, Administration and Research related to research, external partnership opportunities, international collaborations, and special projects.
• Supports project management and tracking of activities associated with interprofessional education and patient experience to support the accreditation requirements for program cluster.
• Support outreach, engagement and compensation for patient partners
• Organise annual meetings working with internal and external stakeholders including welcome back meetings, steering committee meetings, Equipment management meetings, Program Advisory Committees, PP&R (Policy Planning and Review Meetings), Heads of Health, and working with Imaging support team, JCRC.
• Assist the Associate Dean Medical Imaging and Academic Director in exploring program pathway opportunities, international projects, while working in collaboration with support staff and administrative staff in the School of Health such as the Marrinuci Family Centre for Professional Advancement (CPA) and the Centre for Integrated and Advanced Medical Imaging (CIAMI).
• Maintain all faculty and support staff Performance reviews/stretch goal records and documentation.
• Organise and maintain all faculty classroom Observation documents
• In collaboration with Medical Imaging support team maintain student records, including student academic information for the Medical Radiation Sciences program for both Mohawk College specific programs and McMaster Mohawk collaborative deliveries.
• Provide and file lists of graduates from the program cluster to the Mohawk College Registrar’s office for Diploma preparation and ensure the Mohawk College Diplomas arrive at the Convocation site in time for Convocation Ceremony.
• In collaboration with the Associate Dean engage Faculty in the award process and track documentation
• Tracking of faculty and support staff attendance including, timesheets, vacation days, sick days, PD days, leave of absences and timing associated with LTD for the Medical Imaging team.
• Collect, summarize and prepare data, information and supporting documents for internal, external and various reporting requirements including accreditation reviews.
• Works with Manager Academic Services and Operations, School of Health, Administrative Coordinator, CIAMI and Director, Administration and Research, School of Health and Ideaworks to ensure that all expenditures and forecasted activity for imaging programs, research and special projects aligns with current financial /metric obligations and requirements.
• Assist Associate Dean Medical Imaging and Academic Director of CIAMI with all Travel arrangements and prepare all necessary paperwork as required.
• Works with various department areas on the collection of information for various college events (Open House, McMaster Previews etc.)
• Track sponsored learner information and work with the admissions team to ensure up to date records.

Provides a wide range of administrative support to the Associate Dean

• First point of external and internal contact for Program and Research cluster within and associated with the Medical Imaging program cluster and/or associated with the Academic Direction of CIAMI. Receive and respond to telephone, surface mail, email and other external requests for information for Associate Dean of Medical Imaging and Academic Director of CIAMI.
• Liaise on a variety of matters on behalf of the Associate Dean, Medical Imaging and the Academic Director, CIAMI with various stakeholders internally and externally.
• Organise and maintain the Associate Dean Medical Imaging and Academic Director of CIAMI calendar.
• Inquire as to the nature of requests for the AD’s time and determine priorities. Arrange student, staff, and external client appointments.
• Anticipate and resolve scheduling conflict for AD.
• Attend meetings, when necessary, on behalf of the AD.
• Assist the AD with preparing electronic and hardcopy correspondence for academic-related issues.
• Prepare and assist AD with HR related forms and submissions
• Assemble date and prepare reports on program activities and new initiatives, program proposals and reviews, and preparing submissions for various reporting requirements for the AD.
• Communicate with professional associations, certification bodies and outside agencies regarding program-related issues, research/special projects, student and staff awards, etc.
• Document students, staff and external partner concerns and issues requiring Associate Dean’s attention and proactively assemble additional data to support the decision making related to the issue.
• Liaise with academic partners such as Ministry of colleges, training and universities, McMaster University, RFP vendors, equipment and software vendors, Ideaworks, clinical partners, graduates, and employers.
• Proficient use of Office 365, organise shared folders and files with engaged internal and external teams.
• Gather, compile, and organize data for a variety of reports including project submissions, program reviews, and new program proposals. Independently compile and organize necessary data on behalf of the Associate Dean.
• Responsible for file management for academic programs, in accordance with the regulatory bodies, college/university policies and procedures, program area practices and accreditation requirements.
• Assist the AD and the Accreditation Specialist in the preparation of documentation required for the accreditation applications for programs
• In collaboration with the accreditation specialist organise the schedule for the on-site accreditation reviews.
• Assist other administrative assistants and departmental support staff through vacation or sick leave back up.

Faculty Support

• Ensure faculty and support staff adherence to a wide variety of academic-related deadlines for the college and the university.
• Assist faculty and support staff involvement in recruitment, student awards, special events, student success initiatives and student orientation activities.
• Track faculty and support staff professional development funding applications, conference forms and follow up reports for the Associate Dean medical imaging and academic director of CIAMI.
• Provide and track onboarding activities for new hires including office allocation, IT onboarding, policies and procedures, and Code of conduct review.

Program Financial Support

• Budget Cycle: Prepare department non-salary budget for AD approval; during mid-year and final formal review, work with Manager of Academic Services and Operations to forecast budget; provide budget updates to operations team as necessary.
• Reconcile financial plans from program areas and research projects associated within the School of Medical Imaging.
• Reconcile financial tracking for the Medical Radiation Sciences equipment fund and work with operations team to provide annual equipment fund updates.
• Tracking part time faculty time sheets with established contract data
• Tracking and filing full time overtime compensations through human resource documentation.
• Tracking and filing the coordinator stipends for the faculty annually and where necessary by semester.
• Process and prepare required HR documentation- ESAFS.
• Reconcile Department purchase card for the AD.
• Prepare and compile records regarding departmental expenditures.
• Create and monitor Purchase Orders and vendor invoicing and advises on appropriate foapals and procedures for Lab Operations Officer. Negotiate pricing to follow up with Vendors when required and inputs information to appropriate trackers.

Other duties as assigned.

What you’ll bring to the role:

• A degree, diploma, or certificate in Project Management, Office Administration, Business Administration, or related discipline.

• A minimum of 5 years of experience working in a post-secondary setting, handling multiple collaborative programs/institutions; including data bases and scheduling.

• Experience working independently, within a fast-paced Faculty/Program delivery model, focused on customer service.

• Previous experience and expertise required in McMaster Mosaic system.

• Familiarity in Mohawk College systems such as:

  • Fastsuite/Web Requisitioning invoicing.
  • Fast suite/Budget Reporting.
  • Banner.
  • Academic Reporting Tool, CRN and enrolment management.
  • Where on campus Room Booking System.
  • Corporate Informations Systems/ for Student Enrollment.

• Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.

• The ability to communicate and work effectively with diverse students, employees, and communities.

What we offer:

• Opportunity to gain experience and build relationships at a Hamilton/Niagara Top Employer.
• Access to professional development opportunities.
• Option to enroll in Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
• Discounted rate for full-service athletic facility and instructor-led classes.
• Opportunities to engage in wellness events and activities.

To find out more about working at Mohawk College, including our Employee Value Proposition, please visit https://www.mohawkcollege.ca/about-mohawk/careers-at-mohawk

We are committed to reconciliation and nurturing an inclusive, diverse, equitable, and accessible (IDEA) environment for everyone who learns and works at Mohawk College. We welcome applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

The College is committed to fostering inclusive and barrier-free recruitment and selection processes. If you require accommodation during any stage of the recruitment process, please contact Human Resources.

To learn more about Mohawk College’s commitments, please visit the Mohawk College strategic plan webpage: https://www.strategicplan.mohawkcollege.ca/