Administrative Assistant

University of Waterloo•Waterloo, ON

About The Position

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Job Requisition ID: 2026-00609 Time Type: Full time Employee Group: Staff Job Category: Administrative Support Employment Type: Temporary Department: Associate Vice-President, Academic Programs - Teaching Support Hiring Range: $56,494.16 - $70,617.70 Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is May 22, 2026 at 11:59PM This position is being offered as a Secondment or contract opportunity. Term : 1 Year

Requirements

Proficient with budgeting practices and software
Extensive experience in office administration, including technical support and trouble-shooting
Intermediate experience with MS Office Suite
Intermediate experience with financial and human resources systems
Intermediate experience with web content editing and forms
Some experience with database software, and hardware and software support
Knowledge of the University’s policies, procedures, and operating requirements is highly desirable
Superior time management and organizational skills and attention to detail
Ability to juggle multiple projects
Problem-solving and analytical skills
Strong interpersonal and communication skills, showing tact and diplomacy
Ability to work both independently and collaboratively
Ability to maintain confidentiality

Nice To Haves

Event planning experience is an asset as is an interest in the work of a teaching centre

Responsibilities

Provide administrative support to the department including sourcing, purchasing, keeping an inventory of office equipment and supplies, booking meetings, taking staff meeting minutes, providing technical support, serving as IT rep, coordinating file-sharing sites, maintaining listservs, and arranging for equipment and space maintenance
Support specific initiatives including university-level grants program and the annual conference
Provide direct administrative support to the Director and Associate Director, including scheduling meetings, filing, booking travel, and submitting expenses
Complete and maintain confidential financial, audit, and human resource-related paperwork using university systems
Assist hiring managers as needed, particularly for co-op student hires, and ensure consistent staff on-boarding
Monitor and reconcile all CTE budgets (operating, salary, grants), maintain budget documents and disseminate reports as required, and provide input to the Director and Associate Director on budget item allocations and projections
Anticipate needs of the Director, Associate Director, and department and execute tasks with minimal supervision
Assist with planning and executing the coordination of events and visit requests, including booking venues and catering, monitoring registrations, collecting and processing payments, coordinating technical requirements and support, disseminating marketing materials, and monitoring the budget
Assist with supporting the implementation of CTE’s communications plan, including making updates to CTE’s website, in collaboration with the Senior Educational Developer, Inquiry and Communications
Assist with other tasks and duties as needed
From time to time on special projects, a Co-op student may work under the direction of this position