TERM: 2 years part-time (21hrs/weeks) 

Position will be located in our Toronto office located in the Toronto Eaton Centre

The Program Assistant (“PA”), Masters of Taxation (“MTax”) position is a 60% FTE role working 3 days per week in the Toronto MTax office located in 100 Younge Street in the Toronto Eaton Centre.  This role is responsible for providing effective administrative support to the MTax Program Directors, as well as classroom support to Faculty and sessional instructors who teach in the Toronto office location.  This role is responsible for front line support of facilities, IT and health and safety matters of the Toronto office.  Using good judgement and maturity, this role will liaise with the Administrative Officer and MTax Program Directors to ensure issues are identified and communicated effectively, so they can be addressed in a timely manner, thus ensuring a high quality, professional and safe learning experience for MTax students, Faculty and sessional instructors.

Supports student- and instructor-facing activities

• Maintains class lists and classroom schedules;
• Assists instructors with classroom administration by: setting up classroom prior to each class; uploading assignments, communications and assessments onto the LEARN classroom system; ordering required supplies; preparing name cards for in-person classes; setting up TEAMS or Zoom invites for online / hybrid classes; drafting and sending general communications to the students;
• Takes attendance and monitors student classroom participation for MTax classes;
• Coordinates set up of in-person and online exams, including finding remote locations and invigilators
• Coordinates exam markers, collecting information and ensuring confidentiality and integrity throughout the process
• Welcomes new sessional instructors to the MTax Toronto Office and provides an office orientation and administrative onboarding;
• Trains instructors on setup of classroom AV system; assists with troubleshooting AV issues, resolving minor technical difficulties, or connecting with the appropriate IT support services, when needed
• Administrator for office wifi access; assigning accounts and passwords to users including students, Faculty and visitors;
• Refers students to graduate student resources and services as appropriate

Office Support and Coordination

• Receives and greets all visitors and callers to the office with professionalism; ensures office entrance is secure at all times and allows only registered students, staff and faculty to enter through the secured entrance;
• Responsible for issuing and tracking office keys and access codes to Faculty and sessional instructors;
• Responsible for monitoring health and safety matters of the office; perform periodic inspections; liaise with landlord on facility related matters and inform the Administrative Officer of issues that need to be addressed;
• Maintains inventory of office and classroom supplies, and orders replenishments when needed;
• Maintain data and program documentation on the SAF SharePoint site, ensuring appropriate data security protocols are adhered to and confidentiality is maintained at all times;
• Responsible for maintaining complete and current documentation on office procedures;
• Responsible for maintaining a current understanding of University and site specific policies and procedures, ensuring all visitors comply with these policies

Event Support

• Work with SAF support staff and the MTax Program Directors to plan and execute program related events onsite, including tasks such as ordering catering, sourcing supplies, sending invitations, day of execution, clean up and follow up surveys or other communications;
• Communicate and coordinate with external suppliers in support of event execution;
• In consultation with the MTax Program Directors, assists with planning student engagement events to build community and to practice networking skills amongst MTax students, instructors and guests of the program

Other Responsibilities

• Special tasks / projects as assigned by the MTax Program Directors or the Administrative Officer
• Generate a variety of ad hoc reports and data summaries as requested by the MTax Program Directors or the Administrative Officer
• Identify and communicate process improvements to ensure a professional and smooth running classroom and office environment

• Some post secondary education required and 3 years of administrative experience in a confidential/professional environment, or an equivalent combination of education and experience
• Demonstrated experience working effectively in a fast paced, professional environment serving diverse clients
• Experience with planning, and hosting events is considered an asset
• Experience with website updates and maintenance considered an asset
• Excellent oral and written communication skills
• Demonstrated sound judgement, tact and discretion
• Ability to work well independently, with minimal supervision, but also capable of identifying issues, escalating and using concise communication to convey the question or issue as they arise
• Strong decision making, creative thinking, organizational and interpersonal skills
• Exceptional client service skills acquired in a university setting, or in a multi stakeholder office or educational environment
• Intermediate skills with Microsoft Office suite of applications, including MSTeams;
• Familiarity with audio visual equipment supporting hybrid meetings considered an asset
• Vulnerable Sector Police Check required 

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca  or 519-888-4567, ext. 45935.