University of Waterloo

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Administrative Assistant

Administrative Assistant

Requisition ID 
2017-1971
Job Category  
Administration
Department 
2750 - SEED
Job Status 
Temporary Appointment (Contract)
Hiring Range 
$37,050 - $46,312

More information about this job

Overview

Term: 24 months

 

Reporting to the Administrative Manager, the incumbent is responsible for reception and provides a range of administrative support that contributes to the efficient operation of the School of Environment, Enterprise and Development (SEED) in the Faculty of Environment.  This role provides dedicated support to the Administrative Manager with front line office operations, works closely with all school faculty, staff and students and provides program administration support to ensure effective program delivery.

 

This role is contingent on funding

Responsibilities

Reception for the School including, but not limited to:

  • Provide a welcoming environment for all at reception front desk
  • A first point of contact for SEED, via email, telephone and in person, respond promptly and professionally and provide helpful service and support to ensure the optimum experience for all clients, where appropriate, direct inquiries to appropriate team members.  This requires knowledge of the school, its programs, personnel, activities and events as well as general knowledge of UW services
  • Orders and maintains an appropriate inventory of supplies, and is responsible for mail distribution and courier shipments; monitors and coordinates telephone, fax and conference calling
  • Maintains and updates the school’s directory each term
  • Manages room bookings for Faculty of Environment conference rooms located on the 4th floor

Academic program support including, but not limited to:

  • Provides essential course administration service to the school through supporting faculty and sessional instructors including managing course materials such as course outlines and occasional audio visual requests, printing and photocopying materials, arranging parking for guest speakers
  • Maintains a repository of course outlines current and historical for graduate and undergraduate courses
  • Coordinates field trip logistics in conjunction with instructor, creates field trip and emergency information form as required
  • Monitors the collection of course fees where applicable
  • Administers course evaluation process for all graduate and undergraduate courses
  • Provides graduate and undergraduate program assistance including but not limited to support  for student theses process; co-op work term reports; course scheduling

Provide administrative support to the Administrative Manager including, but not limited to:

  • Schedules all school meetings and compile an appropriate agenda for each meeting, takes accurate minutes, ensures that a historical record  of minutes is maintained; all actions, standing motions and orders are documented appropriately
  • Assists the Administrative Manager with logistics for documentation  required for academic program reviews, site visits and UARC process
  • Archiving and records disposal management; retention schedule
  • Support all school events, in particular those events occurring annually within undergraduate and graduate programs:  coordinate event details such as time, location, refreshments and managing attendee details/requirements, registrations, and conference/meeting materials;  coordinate speakers and make travel arrangements where necessary;  provide recommendations for event program; fiscally responsible when arranging events and reconcile event expenses
  • Update and maintain department website content, create and manage web forms for SEED events

Qualifications

  • Undergraduate degree desirable or equivalent education and/or experience will be considered
  • 2+ years of previous front line customer service experience in a fast-paced environment

  • Some administrative experience in an academic environment. Knowledge of graduate and undergraduate policies and procedures (preferred)

  • Must have strong organizational, analytical, interpersonal, customer service

  • Exceptional verbal and written communication skills
  • Demonstrated ability to make independent judgement in time management, task prioritization and decision-making
  • Proven ability to manage a large volume of work, conflicting priorities and deadlines
  • Excellent human relations skills; the ability to foster constructive team relationships, and to work effectively with both internal and external clients
  • Intermediate experience with Microsoft Word and Excel; Outlook calendar and email 
  • Basic experience with PowerPoint and a database management system
  • Occasional evening work required