Administrative Assistant, People & Culture

Employment Terms: F/T, Permanent

Start Date:  September  2026

Position Overview:

We are looking for an enthusiastic, curious, and adaptable Administrative Assistant to provide high-quality, proactive administrative support to the Vice-Principal, People & Culture, enabling leadership effectiveness and supporting the delivery of People & Culture operations, employee experience initiatives, and whole-school priorities.

This role is critical in ensuring that administrative, logistical, and coordination work is performed at the appropriate level, allowing senior leadership to focus on strategic, relational, and decision-making responsibilities. 

Duties and Responsibilities:

EXECUTIVE & ADMINISTRATIVE SUPPORT

• Provide direct administrative support to the Vice-Principal, People & Culture including complex calendar management, meeting coordination, correspondence and communications; 

• Prepare agendas, presentations, reports, and briefing materials;

• Track priorities, deadlines, and follow-ups to ensure timely execution;

• Anticipate needs and proactively manage administrative workflows.

PEOPLE & CULTURE ADMINISTRATIVE OPERATIONS

• Provide day-to-day administrative support to the People & Culture department;

• Maintain accurate and confidential employee records and documentation;

• Support payroll and benefits administration coordination, including documentation and tracking;

• Assist in establishing and maintaining standard operating procedures and documentation.

SYSTEMS, DATA & REPORTING

• Perform data entry and maintenance within HRIS and onboarding systems (e.g., ADP);

• Run reports and support analytics to inform decision-making;

• Maintain organized digital filing systems and ensure data integrity;

• Support ongoing system optimization and process improvements.

EMPLOYEE EXPERIENCE & PROGRAM SUPPORT

• Coordinate logistics for People & Culture programs and initiatives, including:

  • New hire onboarding and orientation

  • Professional development and leadership development programming 

  • Employee engagement and appreciation programs

  • Survey administration and feedback processes

• Support initiatives that contribute to culture, wellbeing, belonging, and community building across the College.

RECRUITMENT & LIFECYCLE SUPPORT

• Support recruitment processes through scheduling, communication, and documentation;

• Assist with onboarding logistics and documentation for new employees.

WHOLE-SCHOOL & CROSS-FUNCTIONAL SUPPORT

• Support whole-school administrative initiatives, including professional learning and College-wide events;

• Collaborate with administrative staff across departments to ensure coordination and consistency;

• Provide flexible support during peak periods and across functional areas as required. 

Digital Enablement & Peer Coaching

• Serve as a digital champion and resource for non-teaching staff, helping colleagues adopt and confidently utilize modern workplace tools (including Google Workspace and emerging AI applications).

• Act as an informal internal coach/facilitator, sharing best practices and running short, collaborative peer-learning sessions on digital workflows, collaborative tools, and collaborative systems.

• Partner with departments to design, document, and share smarter ways of working using cloud-based suites and smart automation tools.

• Demystify new technology and AI applications for colleagues, translating technical features into practical, day-to-day administrative practices.

OTHER DUTIES

• Contribute to continuous improvement and operational excellence initiatives;

• Be a mentor for an IB continuum project (Personal Project, PYP Exhibition or Extended Essay).

Knowledge, Competencies and Experience:

• Post-secondary education in human resources, business administration, or related field;

• 5+ years of administrative experience in a complex, fast-paced environment;

• Strong understanding of administrative processes and confidentiality requirements;

• Advanced proficiency with Google Workspace (Docs, Sheets, Drive, Gmail);

• Demonstrated ability to leverage AI tools to enhance efficiency, streamline workload, and support administrative processes; interest or experience in overseeing AI agents and a strong commitment to the ethical use of AI;

• Demonstrated experience supporting senior leaders or executives;

• Demonstrated experience managing multiple competing priorities with accuracy and attention to detail;

• Natural aptitude for peer coaching, facilitation, or training, with the patience and communication skills required to support colleagues of varying technical comfort levels

• Proven experience coordinating meetings, events, and administrative processes;

• Experience handling sensitive and confidential information with discretion;

• Experience in Human Resources or People & Culture environments an asset;

• Experience with HRIS systems (e.g., ADP) an asset;

• Experience supporting employee experience or engagement initiatives an asset;

• Experience in an educational or non-profit setting an asset;

• Strong organizational skills and attention to detail;

• Excellent interpersonal and communication skills with a strong service orientation;

What we Offer: 

At UCC, we believe in supporting the whole person. We offer a highly competitive total rewards package designed to support your professional growth, personal well-being, and every stage of your life journey:

• Comprehensive Health & Life-Stage Support: Robust medical, dental, and vision coverage, health care and lifestyle spending accounts, and dedicated support for various life stages—including a progressive menopause policy, hormonal health supports, and 24/7 access to our Employee & Family Assistance Program (EFAP).

• Generous Time Off & Balance: Enjoy additional paid time off during school-calendar breaks (including winter holiday, midterm breaks, and March Break), generous vacation allotment, paid volunteer time, and the unique opportunity for self-funded sabbaticals.

• Financial Security: A competitive salary ranges, a generous UCC-matched RRP program for staff, and parental leave top-ups. 

• Unparalleled Professional Growth: Robust funding for external workshops, conferences, and networking, alongside access to UCC’s custom leadership development program and visiting global experts.

• A Vibrant, Pluralistic Community: Access to employee-resource groups, cultural celebrations, multi-faith spaces, and collaborative book clubs focused on equity and anti-oppression.

• Beautiful Campus Amenities: Work on a stunning midtown Toronto campus with free parking, and enjoy employee access to exceptional libraries, green spaces, and state-of-the-art athletic facilities (including fitness rooms, an indoor pool, and tennis/pickleball courts).

About UCC: 

Upper Canada College (UCC) is focused on making the world a more just and inclusive place through dialogue and teamwork. With a commitment to equity and fairness, students learn that what makes us different as individuals makes us stronger as a community. A rigorous academic program is supported by accomplished faculty, exceptional co-curricular programming, and state-of-the-art facilities.

The UCC experience is underpinned by five core values: learning, pluralism, service, community, and well-being.  Among its strategic goals is UCC’s ambition to become more diverse and inclusive. This is supported by a recognition that no learning community is whole without the inclusion and amplification of multiple voices; UCC is committed to fostering belonging, striving for jus­­tice and peace among all people, and addressing systemic and structural forms of oppression.

UCC is an Equal Opportunity Employer and values diversity, encouraging applications from all qualified individuals including women, Indigenous Peoples, persons with disabilities, 2SLGBTQIA+ and historically marginalized persons.  UCC embraces pluralism – celebrating differences, cherishing similarities, and giving voice to multiple perspectives.

This position is an existing vacancy. Compensation is based on qualifications and  experience. The range for the position is $55,622-$73,004.

Please apply on ADP [https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=1128f898-65af-4eaa-a381-3be480a88734&ccId=19000101_000001&lang=en_CA] by Friday August 7th, 2026. We thank all candidates in advance; however, we will contact only those selected for an interview. Artificial intelligence tools may be used at certain stages of the recruitment and selection process. As a condition of employment, a current Vulnerable Sector Screening Police Record Check is  required.