University of Waterloo

Returning Candidate?

Administrative Assistant

Administrative Assistant

Requisition ID 
Job Category  
1925 - Spanish
Job Status 
Regular Part-Time
Hiring Range 
$20,132 - $25,165

More information about this job


The Administrative Assistant is responsible for the development and management of the Department’s administrative systems to support its teaching, learning and research missions. The position requires a thorough knowledge of university policies and procedures, UW finance and scheduling systems, and supervisory skills for supervising students. The Administrative Assistant requires excellent communication skills and the ability to interact effectively with faculty, staff, students and external personnel. S/he coordinates the essential administrative operations of the Chair’s office and the offices of the Associate Chair, and Undergraduate Studies.


This is a part time position working 17.5 hours weekly.


Provides a comprehensive range of administrative support to the Chair and other members of the department:

  • Represents the Chair to numerous units and contacts both on and off campus
  • Responds to complex faculty and student issues as they arise, consulting with the Chair and others as appropriate
  • Prepares correspondence, reports and data summaries as required
  • Develops and maintains the Department’s records, including a calendar of administrative activities and databases as required
  • Prepares contracts, space, furnishings, equipment and computing accounts for faculty, sessional instructors, post-doctoral fellows, and visiting scholars
  • Prepares visiting and immigration documents for all international visitors and post-doctoral fellows
  • Ensures that Department operational requirements are met
  • Minutes Department, Institute, and other meetings as required, and follows up on relevant action items
  • Prepares and maintains records for undergraduate majors, minors, graduate students and alumni; sources student information as required
  • Coordinates arrangements for final examinations, course questionnaires, textbooks, courseware and desk copy orders
  • Hires and supervises students for Work Placement and Ontario Work Study positions in the Department
  • Co-ordinates grade submissions as required

Advises undergraduate students (as appropriate), in consultation with the Associate Chair, Undergraduate Studies:

  • Advises students about course and program/plan selections, exam regulations, academic deadlines and other issues in accordance with University policy
  • Approves student permissions, including course overrides and plan modifications
  • Advises students with unusual or complex questions, or with questions about academic content as appropriate
  • Assists with Academic progression reports
  • Assists with petitions, student grades and academic appeals
  • Refers students to on campus resources as appropriate
  • Monitors enrolment reserves, enrolment capacity and student course override requests for both Classical and Medieval Studies courses, develops reserves for specific courses as needed
  • Consults with advisors in other academic units regarding students of mutual interest

As the Department’s Undergraduate Coordinator, if required:

  • Schedules undergraduate courses for the year in consultation with the Chair and Associate Chair, Undergraduate and Graduate Studies, as appropriate; collects and summarizes department teaching constraints for the Chair’s approval; determines course reserves
  • Responsible for the Department’s UG student awards program
  • Responsible for undergraduate course submissions; makes electronic submissions to the Undergraduate Affairs Group (UGAG)
  • Serves as the Department’s liaison with CECA, organizing the grading of work term reports and maintaining coop student records
  • Ensures computer grading cards are prepared, delivered, marked and uploaded to LEARN
  • Provides assistance to instructors of larger classes as required

Faculty recruiting, appointments, tenure and promotion:

  • Manages the faculty recruiting process in partnership with the Chair, including:
    • Timely submission of advertisements
    • Receiving and managing applications; communicating with applicants
    • Organizing interview schedules and agendas; arranging for candidate visits
    • Assisting the Chair in preparation of the UARC report;
  • Organizes meetings for DTPC to review promotion and tenure cases
    • Organizes tenure and promotion packages for Chair’s review and submission to the Dean of Arts’ Office

Provides support to the Department’s financial management:

  • Reports to the Chair on the operating budget status, participates in annual budget development and determines future budget requirements
  • Recommends disbursement strategies for department operating budgets, endowments, and donations accounts
  • Maintains records and authorizes all purchases made with departmental Purchasing card
  • Approves all operating, professional allowance, endowment and research expenses/payroll to ensure all claims are consistent with uWaterloo Finance Compliance, receives and stays up to date with the Research Financial Compliance Review training
  • Administers, and actively monitors the status of, all individual faculty research accounts, overhead accounts, startup grants and internal research accounts in the department and assists all faculty members with policies and procedures relating to their individual research grants and accounts and financial compliance
  • Manages all bursaries and awards for the department
  • Liaison with Department of Finance, Office of Research Finance, Faculty Finance Officer and Research Compliance Officer

Supports the Department’s academic programming, communications initiatives, and special events:

  • Organizes the Department’s lecture series in consultation with the Academic Affairs Officer: advertises events, arranges travel and accommodation with speakers
  • Maintains website
  • Assists the Associate Chair, Undergraduate Studies, in publicizing departmental programs by creating, maintaining and updating promotional materials
  • Organizes faculty/student events including welcome, orientation and graduation events, conferences and workshops, and advancement events as required
  • Serves as the department’s liaison with other departments and education institutions, alumni and external contacts
  • Co-ordinates high school visits on campus


  • 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