University of Waterloo

Department Assistant

Requisition ID
2017-1842
Job Category
Administration
Department
2425 - Mechanical & Mechatronics Eng.
Job Status
Regular Full-Time
Hiring Range
$37,050 - $46,312

Overview

The Department Assistant provides overall administrative and operational support to maintain the day-to-day operations of the Department of Mechanical and Mechatronics Engineering. The Department Assistant is responsible for all aspects of office administration and front-line client service for the Department and as such must be knowledgeable, congenial and professional representative of the department. This position helps to create and maintain a positive student-centered and service oriented environment in MME. The Incumbent must function in a hectic environment, and provides general clerical support and to faculty members. S/he provides a wide range of general information in response to questions, and handles confidential information and sensitive situations, so must evaluate requests for information using tact and discretion in her/his responses.

Responsibilities

Office Administration and Client Services:

  • Greeting, assisting, and directing visitors and answering all inquiries to the Department via telephone, email and in person promptly and professionally on a broad range of topics;
  • Determine the nature of needs and directs students to the appropriate staff member, office, or resource department based on a thorough knowledge of the department and the University;
  • Identifies urgent issues that require immediate attention and escalates issues to the applicable staff;
  • Refers non-routine, sensitive and complex inquiries or complaints to appropriate staff;
  • Sorts and re-directs mail on a daily basis, posts literature and keeps bulletin boards current, prepares labels for mailboxes and on-campus mailings;
  • Ships packages using Agile shipping application;
  • Co-ordinates copying, faxing, scanning, etc. of course materials, exams and other printed materials;
  • Prepares notices for front door regarding events or changes in office hours;
  • Orders and maintains department’s inventory of office supplies;
  • Maintains and orders kitchen supplies to ensure adequacy for the operation of MME;
  • Ensures confidential material e.g. exams are secured and prepares confidential shredding or recycling materials for pick up by custodial staff or Central stores.

Meeting / Equipment and Event Support:

  • Coordinates logistical arrangements for special events, conferences, seminars, guest lectures, industry and senior leadership partners; including scheduling, catering; preparing and disseminating agenda packages or other materials;
  • Main point of contact for booking 9+ MME designated rooms, plus finding available space in other locations;
  • Maintains office equipment, ensures copiers are functional, reports malfunctions and requests service;
  • Provides orientation to new users on copier and fax procedures;

Web Maintenance:

  • Site manager for MME home page and contact pages, including photo galleries and online forms;
  • Manages web content for departmental graduate studies section including updating research seminars, announcements and award winners; 
  • Monitors the department’s web presence and coordinates the MME social media site(s).

Finance:

  • Monitors and tracks expenses against budgets for supplies, copying, etc.;
  • Maintains records of department, research and teaching expenditures for supplies and copying;
  • Provides quarterly charge back calculations for research expenditures
  • Administers Petty Cash;
  • Issues key deposits;
  • Provides general support to Faculty or staff for preparing expense claims;
  • Assists Faculty with Concur claims.

Other Duties:

  • Maintains position procedure manual/guidelines and assists with the preparation of orientation materials;
  • Attends all training on new systems and procedures, and meetings as required;
  • Transcribes minutes of meetings as required;
  • Other duties as assigned by the Assistant to the Chair or the Administrative Officer.

Qualifications

  • Post-secondary degree/diploma or equivalent related experience.
  • Administrative support experience, preferably in an academic environment.
  • Excellent interpersonal, verbal and written communication skills.
  • Proven ability to interact across students, faculty, staff and industry partners.
  • Proven organization and time-management skills: able to manage multiple priorities from different portfolios, with tight deadlines.
  • Sound judgement, tact, diplomacy and problem solving skills.
  • Demonstrated ability to work independently and in a team environment.
  • Knowledge of University of Waterloo policies and procedures are an asset.
  • Intermediate MS Word, Excel and PowerPoint skills.
  • Some evening and weekend work required.

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