Administrative Assistant

University of Waterloo•Waterloo, ON

10d•Onsite

About The Position

The Administrative Assistant provides administrative support for the Department Chair and the Administrative Officer and is the first contact for visitors of the Department. At the University of Waterloo, this role contributes to a culture where everyone can reach their full potential, offering support and opportunities for career advancement. The University is committed to being a welcoming workplace for all abilities, interests, and expertise.

Requirements

Undergraduate degree or equivalent combination of education and experience
Minimum 3-4 years administrative experience including managing schedules and minute taking
Experience in event and travel planning
Intermediate experience with Microsoft Suite, SharePoint, and Web management
Well-developed analytical, customer service, and communication skills (oral and written)
Demonstrated discretion and respect for confidential information and processes
Strong interpersonal skills with the ability to interact in a positive and supportive manner
Aptitude for attention to detail and accuracy are essential
Proven capacity to multi-task and handle a high volume of work
Demonstrated high level of organization and ability to manage high volumes of activity and change
Demonstrated ability to take initiative with a commitment to process improvement
Demonstrated ability to problem solve

Nice To Haves

Experience working with international students and people from a wide variety of backgrounds and cultures an asset

Responsibilities

Manages the Chair’s Schedule
Consults and collaborates daily with the Administrative Officer providing a positive and proactive approach to administrative systems and evolving procedural requirements
Manages annual administrative calendar of activities and advises Department members of schedules, deadlines, and documents to be submitted to the Chair
Manages confidential voting processes for selection of members to the Department’s elected committees for report to the Chair
Provides support and assistance to new faculty, sessional instructors, postdocs, and visitors as required
Ensures the smooth operation of the committees (APRC, DTPC, Executive); serving as a resource and liaison to committees
Prepares contracts for continuing faculty, sessional instructors, adjuncts and grads
Prepares and maintains minutes and agendas for department meetings; follows up on relevant business as required
Maintain databases and official faculty, sessional, and adjunct personnel files as well as health and safety records in accordance with UW and Faculty policies and procedures
Assists with faculty recruiting procedures in partnership with the Administrative Officer, the Chair, and the Executive Committee
Receives and processes all faculty position applications; creates candidate files and monitors file progress and completeness; acknowledges applicants, contacts referees
Organizes applicant interview schedules and agendas with Chair and Committee
Arranges travel, accommodation plans, agenda, immigration paperwork, and completion of reimbursement claims
Works with the Chair to organize and prepare a draft of the UARC report
In consultation with the Chair, develops, distributes and collects all documents related to the annual faculty activity report process
Supports the Department Tenure and Promotion Committee (DTPC) as required
Prepares tenure and promotion packages consistent with university requirements; works with the Chair in preparing briefs as required for DTPC review; submits formal documents to the Dean’s office
Actively maintains the department website and social media platforms
Completes and authorizes all key permits for Psychology space including students, faculty, staff, and visiting researchers; monitors usage and the re-call process
Manages the planning of minor renovations and maintenance/repairs within the department including offices, labs and Psychology classrooms in collaboration with the Administrative Officer and Chair
Acts as the principal communications liaison with Plant Operations, assigned external contractors; also coordinates purchases from suppliers
Assists with the administrative activities of the graduate and undergraduate programs
Provides administrative coverage when the CMHRT Administrative Coordinator is away
Organizes a wide range of department events that occur within the annual academic cycle, including coordination of department colloquium series, student receptions, welcome luncheons, and professional association events, etc.
Arranges travel, accommodation plans, immigration paperwork, and completion of reimbursement claims for department visitors as required
Assists the Administrative Officer with the Social Committee, organizes department special events, and maintains event financial management
Maintains department photo board by taking annual photos, printing, and mounting
Creates and organizes themes in department display case
Maintains Department Petty Cash and UW Purchasing Card
As Department Safety Officer, is the liaison to the Safety Office to facilitate and advise on establishing the healthiest and safest work and educational environment reasonably attainable
Administers visitor-parking permits
Performs other duties and assists with special projects as assigned