University of Waterloo

Returning Candidate?

Department Assistant

Department Assistant

Requisition ID 
Job Category  
2125 - Civil and Environmental Eng.
Job Status 
Regular Full-Time
Hiring Range 
$37,050 - $46,312

More information about this job


The primary functions of this position are to provide clerical and administrative support for the general operation of the department, secretarial services to faculty, and back-up assistance to the Administrative Coordinator, Graduate Studies. This position is accountable to the CEE Administrative Officer, through the Administrative Assistant to the Chair who provides day-to-day supervision.


Clerical and Administrative Support for the General Operation of the Department

  • Acts as receptionist; responding to diverse general questions independently, promptly and courteously
  • Schedules bookings for all CEE meeting/seminar rooms and equipment, which may require contacting Information Systems & Technology and ensuring all equipment (laptop, data projectors, laser pointers) are returned
  • Monitor daily operation of the department printer and photocopier, including trouble-shooting and processing requests for repair, monitoring supply of paper, toner, or other supplies, and replenishing as necessary
  • Submits orders for office supplies as required for department, faculty and staff
  • Distributes mail on a daily basis, including forwarding mail as required, maintaining mail slots, and preparing courier and customs declaration forms
  • Processes and tracking all key permit requests within the department
  • Assists space coordinator with the allocation of rooms/workstations to all students, guests and visitors and maintains signage
  • Submits print orders, for example course materials, mid-terms or exams, ensuring confidential materials are stored securely
  • Organizes departmental social events
  • Assists the Undergraduate Coordinators to plan and implement student events/competitions
  • Maintains department directory boards and faculty/staff listings
  • Orders catering, books rooms and distributes material for all departmental meetings and events
  • Acts as the Secretary for the Joint Health and Safety Committee; Transcribing minutes of meetings as required
  • Keeps the main office and faculty/staff lounge areas organized and tidy
  • Other duties as assigned

Secretarial Service to Faculty

  • Provides general secretarial services to faculty members in support of their teaching and research responsibilities (eg., technical reports, spreadsheets, CVs, grant proposals, course notes, exams, special projects)
  • Assists with faculty events and meetings including coordinating attendees, booking meeting rooms and accommodations, catering and assisting with setup as requested

Back-up Assistance to the Administrative Coordinator, Graduate Studies

  • Handles all inquiries during the absence of the Administrative Coordinator, Graduate Studies
  • Prepares and summarizes the TA/CA evaluations each term
  • Assists with graduate admissions
  • Assists in planning and implementing student events and competitions

Communications and Technical Tasks

  • Creates and assists with Excel reports for analytical and financial assessment
  • Maintains the departmental database, including; creation of queries and excel templates;
  • Creates online surveys using Qualtrics software
  • Creates and manages announcements and advertisements displayed on the Graduate monitor, using Super Sign software
  • Responsible for the improvement and management of the non-academic content of the departmental website; updating events, department news, webpages, web forms, contact details and galleries
  • Responsible for the implementation and maintenance of faculty members’ individual profile pages
  • Use of Adobe Photoshop and InDesign for the design of departmental posters, invitations, brochures etc

Other Duties

  • Maintains the position’s procedure manual
  • Updates and distributes the departmental orientation package for new faculty and staff
  • Creates and distributes all welcome packages to all Visitors and Post-doctoral Fellows; ensuring all paperwork and health and safety requirements are complete


  • Two year college diploma preferred or equivalent combination of education and/or experience
  • More than 3 years secretarial/administrative experience
  • Exceptional verbal and written communication skills
  • Excellent customer service skills
  • Microsoft suite of products (Word, Outlook, Excel)
  • Technical word processing skills considered to be an asset
  • Attention to detail and accuracy
  • Knowledge of HyperText Markup Language (HTML)
  • WCMS or other web management programs
  • Occasional lifting of moderate weight may be required