University of Waterloo

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Administrative Assistant

Administrative Assistant

Requisition ID 
Job Category  
2495 - Waterloo AI Institute
Job Status 
Regular Full-Time
Hiring Range 
$44,335 - $55,419

More information about this job


The Administrative Associate (AA) reports to the Managing Director. The AA assists the Managing Director and the two Co-Directors with administration, accounts management and budgeting, events management, and communications for the Waterloo Artificial Intelligence Institute (WAII). The AA plays a key role within the WAII structure and is generally the first point of contact. Further, the AA position is designed to bridge and maintain working relationships across campus, notably with WAII faculty members, the Office of Research, and Finance. The incumbent will continually develop and maintain a database to track contacts and funding for past, present and potential WAII research partners. Careful management of the finances of WAII, its relationship with faculty and staff involved in its research programs, oversight of its other research and education activities, and liaison with internal and external agencies and partners will ensure WAII’s continued, successful operation.


This role is contingent on funding. 


Budget and Accounts Management

  • Ensures that all operating, trust, and research funds are soundly managed and reconciled monthly; tracks expenses and income against budgeted amounts
  • Provides cumulative statistics for WAII for funding and research and draw from this data to create funding reports, tables and graphs  Reports and reviews on the institute’s financial position with the Managing Director
  • Liaises with Office of Research, Finance and departments on activities involving expenditures and commitments for research grants and projects
  • Prepares and processes travel and expense claims and allowances in compliance with University Policy, procedures and granting agency requirements
  • Remains current on knowledge of all policy requirements; attends annual training sessions
  • Prepares payroll forms for casual and part-time employees; advises employees with respect to payroll procedures
  • Assists with preparation of event budgets
  • Tracks and summarizes all financial expenditures against budget
  • Maintains existing database of industry, non-profit, and government contacts


Administrative Support

  • Supports the Managing Director and the two Co-Directors in the planning and execution of various WAII administrative or programming activities
  • Serves as a resource within the institute for the interpretation of and ensuring adherence to UW and departmental policies, procedures, guidelines and practices
  • Assists with the administration of research proposal submissions, budget preparation and financial reporting to granting agencies
  • Provides support for grant applications and related research reports, and in meeting grant deadlines
  • Manages office equipment and supplies; ensures maintenance of office computers, equipment, furniture and other equipment purchases used for research or administrative purposes
  • Manages access and maintains WAII databases and other information resources
  • Maintains confidential files related to personnel
  • Schedules meetings, books rooms and applicable equipment for research related meetings, workshops and public events
  • Manages WAII databases and other information resources
  • Oversees the recruitment, evaluation and retention of students (co-op, work-study, and international)
  • Other duties as assigned

Event Management

  • Plans, promotes, and executes various WAII events, including meetings, research symposiums, seminars, workshops, and professional training programs both internal and external to UW
  • Organizes visiting delegation itineraries and logistics


  • Assists with announcements, publicity and public relations
  • Maintains and updates the WAII website
  • Contributes to social media feeds
  • Prepares regular information updates to faculty members
  • Prepares and distributes memos, correspondence, and meeting notes
  • Addresses inquiries from various external parties, including industry, media and students


  • Post-secondary diploma in business administration, finance or related area of study, or equivalent combination of education and work experience
  • Minimum of 5 years’ experience with progressively greater responsibility in financial related environment
  • Previous experience developing and managing complex project budgets
  • Experience working independently and as part of a team and managing workload and setting priorities
  • Experience with event co-ordination or project management preferred
  • Experience with web content management software is an asset
  • Experience in an academic, not-for-profit and/or research environment is an asset
  • Knowledge of research granting and reporting is an asset
  • Demonstrated high degree of aptitude for critical thinking coupled with strong analytical and problem-solving skills and proficiency in written and oral communication
  • Demonstrated superior interpersonal skills and the ability to work collaboratively, build consensus, maintain confidentiality, exhibit sensitivity to the needs and interests of a variety of stakeholders, and support the functioning of a diverse project team
  • Demonstrated ability to thrive in and contribute to an integrated and collaborative team environment and to apply a positive team approach to working with colleagues
  • Working knowledge of research granting agencies and their programs is preferred
  • Excellent written and oral communication skills and the ability to effectively communicate financial information to stakeholders with varying levels of financial knowledge
  • Strong organizational skills coupled with the ability to handle multiple tasks, meet deadlines, and excel in a fast-paced environment characterized by changing priorities
  • Demonstrated ability to exhibit good judgment and be tactful and diplomatic in order to liaise effectively with partner groups
  • Proven ability to exercise independent judgment in areas of time management, task prioritization, and decision-making and the ability to handle sensitive and confidential information
  • Intermediate skills in Microsoft Office suite
  • Proficiency with a financial system, Unit4, Concur preferred