Special Events Assistant

University of Waterloo•Waterloo, ON

7h•CA$47,211 - CA$59,014•Onsite

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. The Clubs Assistant supports the operations of the WUSA Clubs System through administrative coordination, customer service, resource management, and problem solving. The role ensures effective day-to-day support of over 300 unique student clubs by providing timely and accurate administrative support, delivering high-quality frontline service to students, and maintaining club resources. The Clubs Assistant is an integral contributor to the student experience at the University of Waterloo, promoting a positive and inclusive campus environment. The role requires a strong understanding of Equity, Diversity, Inclusion, and Reconciliation (EDIR) principles to effectively navigate a highly diverse student membership.

Requirements

Post-secondary education or equivalent experience in administration, student services, or a related field.
Minimum 1 year of experience in an administrative or customer service role, preferably in a post-secondary or student-focused setting.
Demonstrated experience in mediating conflicts or working with upset individuals in a service environment.
Experience applying EDIR (Equity, Diversity, Inclusion, and Reconciliation) principles in a student-focused or public-facing environment.
Exceptional interpersonal and communication skills.
Strong organizational and time-management abilities.
Proficiency with Microsoft Office 365 Suite and comfort learning new digital tools.
Ability to work independently and collaboratively in a fast-paced environment.
Demonstrated ability to handle sensitive information with discretion.
Awareness and understanding of working with a diverse population and student groups.

Responsibilities

Process and track club documentation, including event forms, constitutions, rosters, and incident reports.
Maintain and update digital records and club databases, ensuring accuracy and confidentiality.
Support the logistics for club training sessions, including the onboarding and ongoing training of over 900 club executives annually, club days, and other campus engagement initiatives.
Assist in the management of room bookings, equipment loans, and storage allocations for clubs.
Generate reports for Clubs Manager and internal committees as needed.
Serve as the first point of contact for club executives, responding to inquiries in person, via email, and over the phone.
Triage and escalate complex issues to the Clubs Manager, ensuring timely resolution and follow-up.
Mediate conflicts and de-escalate situations involving members and partners in a calm and respectful manner.
Provide guidance to club leaders on policies, procedures, and event planning requirements, including assessing risk levels of events and ensuring that any high-risk events are escalated for Clubs Manager approval.
Foster a welcoming and inclusive service environment that supports student engagement and satisfaction.
Collaborates regularly with internal WUSA departments including Finance, IT, and Marketing; as well as University of Waterloo stakeholders such as booking teams and Plant Operations.
Maintains frequent communication with external vendors and partners to support club events and resource needs.
Monitor and replenish shared club supplies and promotional materials.
Coordinate the sign-out and return of club equipment and ensure items are in working condition.
Maintain cleanliness and organization of club resource rooms and storage spaces.
Provide support during inventory checks and audits.
Support the management of the clubs locker system to ensure termly assignment, club cleanout, and turned over to ensure effective use of resources.
Assist with identifying service gaps and inefficiencies in administrative procedures.
Collaborate with the Clubs Manager to implement improved workflows and tracking systems.
Participate in feedback collection from club leaders and support development of continuous improvement initiatives.
Assist in auditing club operations to ensure compliance with appropriate policies, procedures, and event implementation.
Be present at designated events to act as a WUSA staff presence, ensuring that activities are operating in accordance with established policies and processes.