Administrative Coordinator

University of Waterloo•Waterloo, ON

40d•$55,063 - $68,828

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. Administrative Coordinator reports to the Administrative Officer and is responsible for providing extensive administrative and operational support to the Department and executive level support to the Chair of the Department of Chemical Engineering.

Requirements

College diploma in related field or equivalent education and experience.
Excellent interpersonal skills to effectively communicate and support students, faculty, staff at all levels within the university.
Must be able to work independently and with many interruptions.
Must possess high level of diplomacy and judgement in dealing with daily tasks.
Three plus years administrative and financial experience in an academic environment.
Microsoft Word suite of programs – word, excel, power point.
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Excellent communication skills (writing, verbal)
Proven ability to exercise mature judgment and use common sense to resolve issues.
High level of interpersonal skills to support students, faculty, staff at all levels within university.
Must possess high level of diplomacy and judgement in dealing with daily tasks.
Must be able to work independently and with many interruptions.
Ability to multitask and prioritize work that has deadlines.
Ability to maintain confidentiality and appropriately handle confidential data and information

Nice To Haves

Experience working with graduate students is an asset.

Responsibilities

Provides executive assistance to the Chair and carries out all duties as assigned.
Schedule appointments, arrange meetings, draft correspondence and prepare confidential documents on behalf of the Chair.
Works closely with the Chair in the recruitment of new faculty hires (DACA) as outlined in UW Policy 76; Faculty liaising with the Offices of Vice President, Academic and Provost and Dean of Engineering Office.
Responsible for coordinating applications for vacant faculty positions, liaising with the Offices of Vice President regarding advertising, preparing letters, scheduling visit, arranging interviews and DACA meetings.
Coordinates merit proceedings in consultation with the Chair.
Manages the Chair’s schedule and coordinates often unexpected changes to detailed arrangements.
Coordinates tenure and promotion proceedings as outlined in UW Policy 77 – Tenure and Promotion of Faculty Members – and in guidelines established by the Dean of Engineering Office in consultation with the Chair.
Handles difficult situations with discretion and maintains confidentiality including details of the Chair’s discussions and correspondence.
Coordinates sabbatical and other leave requests.
Prepares cross appointments and adjunct professor appointments.
Balance deadlines and responsibilities while accommodating multiple interruptions to deal with a wide range of questions and issues as they arise.
Assists with special projects and other duties as assigned by the Administrative Officer
Provide a warm and welcoming greeting for all students, faculty, staff, external visitors, and international delegations in person, by telephone, or electronically.
Screens visitors and makes appointments when requested and as appropriate.
Acts as primary contact for scheduling of rooms and parking requests on behalf of the Department.
Responsible for handling all aspects of key/FOB assignment and allocation for administrative, teaching and research space within the Department.
Responsible for all ChE telephone requirements in E6, DWE and QNC locations
Coordinates with Print + Retail for smooth operation of leased photocopiers.
Coordinates both incoming and outgoing mail and shipping
Supports the updates of office manuals and procedures as required; contributes to the development of processes as appropriate.
Responsible for ordering and purchasing departmental and office supplies
Organizes and schedules departmental meetings, committee meetings, research seminars as well as classes, exams and defenses.
Arranges the parking, hospitality reservations, catering and food, gifts, transportation, invoicing, reimbursement, and special requests for above mentioned events.
Creates effective event marketing, photography and videography to assist promotion of events.
Organizes annual events such as student orientation lunch, holiday party, convocation celebrations with over 300 attendees, as well as Dean’s Honor List and other award receptions, fourth year poster presentations, graduate, and student events.
Orchestrates industry/academic country-wide or international conferences as requested by faculty members, including advising faculty members, booking of event venue, setting up e-commerce portal for registration and fee collection.
Holds the Department Purchasing Card and makes purchases as needed.
Conduct monthly reconciliation of Purchase Card expenses in accordance with UW policies and procedures.
Review vendor invoices and validate goods received or services delivered before processing.
Review telephone charges on monthly basis; coordinate with Department IT team and UW IST team with add/update/removal of telephone services.
Process conference registration fee income and invoice payments to make sure appropriate account is charged.
Reconciliation of conference/event income and expenses.
Support Administrative Officer as required.