University of Waterloo

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Administrative Assistant

Administrative Assistant

Requisition ID 
2017-1974
Job Category  
Administration
Department 
5620 - Centre for Teaching Excellence
Job Status 
Regular Full-Time
Hiring Range 
$44,335 - $55,419

More information about this job

Overview

The primary purpose of the Administrative Assistant role is twofold: providing a broad range of administrative, financial, and technical support to the department, and coordinating departmental events. This role works in conjunction with various colleagues across the institution and at CTE, primarily the Director, the Program Coordinators, and the Instructional Developer, Consulting and Research.

Responsibilities

Administrative Support 

  • Provide administrative support to the department including sourcing office equipment and supplies, booking meeting rooms, providing technical support, coordinating file-sharing permissions, listserv maintenance, and equipment and space maintenance
  • Support with specific initiatives including university-level grants program and the annual conference 
  • Administrative support to the Director including scheduling meetings, filing, booking travel, and submitting expenses
  • Complete and maintain confidential financial, audit, and human resource-related paperwork using university systems
  • Monitor and reconcile all CTE budgets (operating, salary, grants), maintain budget documents and disseminate reports as required, and provide input to the Director on budget item allocations and projections
  • Anticipate needs of the Director and department and execute tasks with minimal supervision

Coordination of Departmental Events 

  • Assist with planning and executing the coordination of events and visit requests, including booking venues and catering, monitoring registrations, collecting and processing payments, coordinating technical requirements and support, disseminating marketing materials, and monitoring the budget

Other 

  • Assist with other tasks and duties as needed 
  • From time to time on special projects
  • A Co-op student may work under the direction of this position

Qualifications

  • Completion of a university degree or equivalent experience and/or education
  • Proficient with budgeting practices and software
  • Extensive experience in office administration, including technical support and trouble-shooting
  • Event planning experience is an asset, as is an interest in the work of a teaching centre
  • Intermediate experience with MS Office Suite 
  • Intermediate experience with financial and human resources systems
  • Intermediate experience with web content editing and forms
  • Some experience with database software, and hardware and software support
  • Knowledge of the University’s policies, procedures, and operating requirements is highly desirable
  • Superior time management and organizational skills and attention to detail
  • Ability to juggle multiple projects
  • Problem-solving and analytical skills
  • Strong interpersonal and communication skills, showing tact and diplomacy
  • Ability to work both independently and collaboratively
  • Ability to maintain confidentiality