University of Waterloo

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Administrative Assistant

Administrative Assistant

Requisition ID 
Job Category  
1875 - Religious Studies
Job Status 
Regular Part-Time
Hiring Range 
$34,627 - $43,283

More information about this job


The position reports to the Chair of the Department of Religious Studies and is responsible for providing administrative assistance to the Chair, other officers and members of the Department, and support to undergraduate and graduate students.  The position entails four associated areas of responsibility:  (1) Chair’s administrative assistant (2) Department administrative assistant; (3) Undergraduate assistant/advisor; and, (4) Graduate assistant. 


This is a part time position working 30 hours weekly.


Administrative Support

  • Provides administrative support to the Chair, Associate Chair Graduate Affairs, Associate Chair Undergraduate Affairs, and the Joseph & Wolf Lebovic Chair of Jewish Studies
  • Serves as the assistant to the Director of the Joint UW/WLU PhD Program in Religious Studies for alternating three-year periods; when the Directorship is located at WLU, provides appropriate transfer of materials and ongoing assistance to and liaison with WLU administration as required
  • Develops, maintains, and as necessary modifies administrative systems to ensure the department’s effective daily operation
  • Assists the Chair in the management of academic and non-academic aspects of the department, ensuring the efficient use of all department resources, and acts as a liaison with department committees
  • Serves as the department’s regular representative in routine contacts with the Dean’s Office, Finance, the Office of Research, Plant Operations and other University units
  • Provides essential continuity and stability to the department during transitional periods (e.g., appointment of new Chair and other officers)

Department Chair

  • Provides administrative support to the Chair; prepares correspondence, organizes meetings, and introduces or modifies administrative systems to gain efficiencies
  • Prepares appointment contracts for sessional lecturers and others as required
  • Compiles data for 7-year undergraduate/graduate review processes
  • Maintains official department faculty personnel files according to UW policy
  • Serves as recording secretary at monthly department meetings; prepares and circulates agendas and formal minutes
  • Handles internal and external communication on behalf of the department
  • Maintains formal records for the Department on procedural matters

Operating Budget

  • In consultation with the Chair, prepares a model of the department operating budget for review by the Dean’s Office
  • Monitors and reconciles monthly financial statements as reported on FORE; ensures accuracy and completeness of expense claims, budget transfers and other payments
  • Follows up with Finance, HR, and others as required to report and resolve discrepancies
  • Processes department’s invoices and expenses, including travel claims, and reviews and submits annual faculty reimbursement claims to the Dean’s Office for review
  • Completes purchase order forms as required for faculty and department
  • Monitors monthly research grant reports; advises researchers on budget status
  • Assists Chair and Associate Chair Graduate Affairs with annual Graduate budget projections (scholarships and funds for Teaching/Research Assistantships)
  • Enters data to ensure graduate students receive their funding

Undergraduate and Graduate

  • Serves as the scheduling officer for the UW Arts division of Religious Studies and Jewish Studies courses, as well as all RS graduate courses
  • Assists Chair with scheduling for RS courses for the five Agencies via a scheduled planning meeting each year
  • Serves as the calendar representative (undergraduate and graduate):
    • Collects, prepares, and submits documentation of department curriculum submissions, i.e., new academic plans and courses, or revisions to/inactivations of existing academic plans and courses, to the Faculty of Arts Undergraduate Affairs Group (UGAG), on behalf of the UG Associate Chair
    • Performs regular updates of faculty listings
    • Proofreads and ensures academic plan and course information is correctly displayed in the UG Calendar; submits requests for edits to appropriate individuals
    • Has Reviewer access to Academic Calendar Maintenance System (ACMS)
    • Prepares, maintains, and updates departmental Academic Advisement Templates for submission to SISP, which are used to ensure students satisfy degree requirements
    • Acts as liaison between the Arts UG Office and the department for all curricular issues
    • Updates on-campus and Distance Education course information, academic plans and faculty listing for the undergraduate and graduate programs
    • Prepares curriculum materials for UGAG and GAG, which includes serving as liaison with other UW departments, the other agencies, and WLU
  • Represents the department at meetings on administrative undergraduate, graduate, and tri-university procedures
  • Collects, co-ordinates, and submits students’ applications for SSHRC, OGS, and other scholarships to the Graduate Studies Office
  • Maintains students’ undergraduate and graduate files
  • Provides basic guidance to students and referring them to the appropriate academic officer
  • Maintains course enrolment data for the department (majors, graduates, award winners, etc.)
  • Assists Associate Chair Graduate Affairs in monitoring graduate student progress through the program
  • Accesses student records to determine department and convocation award winners and for other purposes as required
  • Acts as department’s publicity coordinator; maintains the department’s promotional materials, updates brochures as required, serves on the publicity committee, and distributes advertisements and promotional materials for UW
  • Assists in the organization of March Break Open House, recruiting undergraduate and graduate student volunteers

  • Organizes faculty events, awards presentations, graduation information sessions, socials, lecture series  and colloquia

  • Issues department office keys

  • Organizes and maintains graduate student offices

  • Serves as webmaster for the Religious Studies web site, updating web site information following the UW gold standard

  • Assists the Religious Studies Students’ Society in organizing activities; serves as liaison between faculty and students


  • Post-secondary education or equivalent combination of education and/or experience
  • Administrative experience in an academic environment, including knowledge of university policies and procedures
  • Well-developed organizational, analytical, interpersonal, customer service, and outstanding verbal and written communication skills
  • Aptitude for attention to detail and accuracy are essential
  • Ability to anticipate, analyze, strategize, determine priorities, and take initiative
  • Proven capacity to handle high volume and multi-tasking
  • Intermediate in MS Word, Excel, and PowerPoint
  • Experience in WCMS, Quest, Outlook, SharePoint, Minute Tasking, Online Application System, ONBase, Concur, Infosilem, and a variety of social media