University of Waterloo

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Administrative and Graduate Program Assistant

Administrative and Graduate Program Assistant

Requisition ID 
Job Category  
1675 - French Studies
Job Status 
Temporary Appointment (Contract)
Hiring Range 
$44,335 - $55,419

More information about this job


Term: 12 months


The Administrative & Graduate Program Assistant is accountable for establishing, maintaining and overseeing effective administrative processes in the Department of French Studies, consistent with UW and Faculty-wide standards and protocols. They supervise the Department’s Undergraduate Assistant and report directly to the Department Chair. In addition, they are responsible for the administration of the Department’s graduate academic programs, managing the application and admission process, all relevant University scholarship competitions, maintaining student records, allocating space in the Department’s graduate student offices, and providing general advice to the Department’s graduate students. They work in partnership with the Associate Chair of Graduate Studies in these duties.


Department Chair

  • Manages the Chair’s calendar; prepares correspondence and reports as required or at the Chair’s request
  • Develops and maintains the Department’s calendar of administrative activities, including UW reporting requirements such as faculty performance reviews (FPR), promotion and tenure, sabbatical applications, faculty appointment forms, and sessional contracts
  • Receives and provides advice to the Chair on procedures for all formal submissions and contracts as noted above; works in partnership with the Chair in the creation of final reports and submissions
  • Advises Department members of schedules, deadlines, and documents to be submitted to the Chair; receives and monitors submissions
  • Manages confidential voting processes for selection of members to the Department’s elected committees


Department Faculty and Staff

  • Maintains the Department’s confidential personnel records
  • Ensures that staff functions are adequately covered during absences
  • Provides leadership in the regular review and updating of departmental administrative policies
  • and procedures
  • Maintains faculty records for use in annual performance reviews and tenure and promotion, including: courses taught, enrolment, sabbaticals, teaching evaluations, teaching credits and committee service



  • Participates with the Chair in annual budget development; works in partnership with the Chair in the development of budget strategies and process improvements
  • Oversees budget performance in the Department’s operating, trust, and endowment accounts, and faculty research accounts throughout the year; recommends disbursements, controls, or curtailments as appropriate to facilitate the Department’s effective budget management using available funds; exercises signing authority on relevant expense items;
  • Manages the UW budget portion of the Université de Nantes study-abroad program;
  • Assists in planning and financial management of conferences as required;
  • Provides day-to-day advice, preparation and processing of all Finance forms related to the department operating budget, and all faculty research accounts;
  • Monitors appropriate use of Department accounts to ensure accuracy and consistency with Finance and Research Office policies and auditing standards and requirements;
  • Completes purchase requisitions or uses the P-card as required for faculty and staff purchases, reconciles P-card on a monthly basis;
  • Serves as reviewer of all faculty expense claims (e.g., travel claims, request for payment, professional expense allowances) prior to Chair’s signature;
  • Monitors expenditures and commitments on faculty research grants and projects; reviews all research account statements each month, and alerts the grantee and the Chair of potential problems with over-expenditures; prepares research budget reports; liaises with Arts’ Faculty
  • Financial Officer (Research) as appropriate;
  • Recommends disbursement strategies for endowment and trust accounts; participates with Executive Officer and Financial Officer in developing more efficient approaches to budget management throughout the Faculty

Event Planning

  • Oversees the planning and execution of department social events such as Convocation reception, retirement receptions and Christmas party
  • Assists in the coordination the annual French Studies Ball and other departmental events


  • Advises Chair, Associate Chair, Graduate Studies, and faculty members of standard graduate program practices; ensures practices are followed
  • Creates and maintains the Department’s graduate program web pages
  • Serves as a member and recording secretary for the Department’s Graduate Affairs Committee, which deals with all matters related to the graduate programs in the department
  • Schedules and books rooms for graduate courses and examinations as required
  • Maintains the Department’s graduate program and faculty information in the University Graduate Calendar through on-line submission
  • Serves as liaison between Graduate Studies Office and the Department
  • Coordinates language requirement exam with other departments on campus
  • Maintains ACMS (Academic Calendar Maintenance System)


  • BA in French Studies or related discipline or equivalent education and/or experience
  • Demonstrated administrative experience and experience in an academic work environment is preferred
  • Experience taking minutes at meetings is an asset
  • Experience managing a budget preferred
  • Fully fluent (French/English)
  • Demonstrated professionalism with the capacity to maintain confidentiality
  • Capacity to handle high volume of requests and multi-task
  • Familiarization with WCMS an asset