University of Waterloo

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Administrative Assistant, Anthropology

Administrative Assistant, Anthropology

Requisition ID 
Job Category  
1325 - Anthropology
Job Status 
Regular Full-Time
Hiring Range 
$40,264 - $50,330

More information about this job


The Administrative Assistant is responsible for the development and management of the Department of Anthropology’s administrative systems in support of its teaching and research missions. The position requires a thorough knowledge of university policies and procedures, finance and scheduling systems. The Administrative Assistant requires excellent communication skills and the ability to work independently and 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, Graduate Studies, and the Associate Chair, Undergraduate Studies.


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
  • Ensures that department operational requirements are met, including the preparation of teaching contracts
  • Minutes department and other meetings as required; follows up on relevant business; attends meetings as a department delegate as required
  • Prepares and maintains records for undergraduate majors, minors, graduate students and alumni; sources student information as required
  • Co-ordinates arrangements for final examinations, course questionnaires, grades submissions and other administrative aspects of coursework as required


As the department’s Undergraduate Co-ordinator

  • Provides information and guidance to undergraduate students on a range of academic procedural matters; provides assistance on any non-academic matters as needed, redirecting concerns to appropriate resources on campus
  • Organizes scheduling of undergraduate courses in consultation with the Chair and Associate Chair as appropriate
  • Administers the Department’s UG student awards program
  • Facilitates preparation of undergraduate course submissions and 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 co-op student records
  • Ensures computer grading cares are prepared, delivered, marked and returned promptly to instructors
  • Provides assistance to instructors of larger classes as required
  • Supports the Anthropology student society 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 tenure and promotion submissions
  • 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

  • Assists the Chair in the development of budget priorities
  • Develops the annual budget in co-operation with Arts’ Faculty Financial Officer
  • Monitors and reconciles the department’s operating budget, trust and endowment accounts, faculty research accounts, P-card expenditures; provides regular reports to the Chair on the status of  accounts; exercises signing authority on relevant expenses
  • Provides guidance, preparation and processing of all expense forms related to the department operating budget, trust and endowment funds, and faculty research accounts; serves as the department’s reviewer on all claims prior to submission

  • Reviews annual Faculty Professional Expense Reimbursement payments

  • Manages bursaries and awards for the department


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

  • Organizes the department’s lecture series: advertises events, arranges travel and accommodation with speakers
  • Maintains the department web site
  • Assists the Associate Chairs, Graduate and Undergraduate Studies, in publicizing departmental programs by creating, maintaining and updating promotional materials in co-operation with the appropriate offices
  • Organizes faculty/student events including welcome, orientation and graduate events, conferences and workshops, and advancement events as required
  • Serves as the department’s liaison with other departments and educational institutions, with alumni and external contacts



  • Some postsecondary education or equivalent combination of education and/or experience
  • Several years of administrative experience, preferably in an academic context
  • MS Word, Excel and Powerpoint - Intermediate
  • Sharepoint, web maintenance, relevant university business systems for finance, student records and data management