University of Waterloo

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Administrative Assistant, Waterloo Centre for German Studies

Administrative Assistant, Waterloo Centre for German Studies

Requisition ID 
2017-1963
Job Category  
Administration
Department 
1700 - Germanic & Slavic Studies
Job Status 
Regular Part-Time
Hiring Range 
$20,132 - $25,165

More information about this job

Overview

The Administrative Assistant supports the Waterloo Centre for German Studies by performing a range of administrative and communications functions.

 

This is a part-time position (17.5 hours per week) and contingent on funding

Responsibilities

Financial and General Administration

  • Process expenditures on the Centre’s trust, endowment and operating funds, ensuring that expense claims are consistent with Faculty and University policies and practices
  • Reconcile the Centre’s expenditures in trust, endowment and operating accounts monthly
  • Provide support to the Director in the preparation of the Centre’s annual budget
  • Organize and maintain the Centre’s records for ready retrieval and planning
  • Represent the Centre on the Director’s behalf to individuals on campus
  • Organize events, workshops, and other Centre activities as requested by the Director and Board
  • Coordinate executive committee meetings and take minutes

Communications and Community Outreach

  • Maintain the Centre’s website
  • Manage mailing lists and other avenues for communicating Centre events and news
  • Provide technical and organizational support for the Centre’s research dissemination activities (e.g. Director’s blog, Centre journal)
  • Manage the Centre’s social media communications (Facebook, Twitter)
  • Maintain the Centre’s marketing materials, e.g., advertising templates, handouts, zip banners, video displays
  • Monitor effectiveness of marketing activities

Events Support

  • Arrange accommodation and travel for guests
  • Organize rooms, catering, and other logistical details
  • Prepare and distribute publicity for events
  • Assist the Director in the preparation of agenda, programs and other materials as appropriate
  • Process travel claims, honoraria, and other expenses related to events

Scholarships and Awards

  • Inform student groups of award and scholarship opportunities
  • Prepare applications and other documentation for review by adjudication committees
  • Arrange for payment of scholarships and awards as appropriate
  • Follow up with students to receive reports and inform them of further pportunities

Qualifications

  • Completion of a College Diploma in business administration or Undergraduate degree and/or experience
  • 3 years or more experience in an office administration role, preferably in a post-secondary institution
  • Experience with a web content management system an asset
  • Experience working within an Apple OS environment an asset
  • Excellent written and oral communication skills, including editing skills; well developed numeracy/financial skills; and exceptional interpersonal skills, poise and professionalism
  • Advanced knowledge of Microsoft Office products (Word, Excel, PowerPoint). Advanced knowledge of social media (Facebook, Twitter) an asset
  • Basic knowledge of and experience with other office or university administrative software (e.g. database software, Adobe Acrobat, Sharepoint, Unit4, FORE) an asset
  • Advanced knowledge of German an asset
  • This position is 17.5 hours per week; flexibility in establishing routine hours of work may be negotiated with the Director