University of Waterloo

  • Energy Materials - Administrative Assistant

    Requisition ID
    Job Category
    3325 - Chemistry
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $21,292 - $26,615
  • Overview

    Term: 1 year


    Provides administrative support on a wide variety of tasks, including office and calendar organization, travel planning and expense reconciliation, visitor administration and support, reporting to funding organizations, and dissemination of proposal and collaboration materials.


    This role is contingent on funding. This position is 17.5 hours per week. 



    Administration and Management

    • Planning, Scheduling, Reimbursement of Travel
    • Maintains the schedule of the Chairholder, including commitments to travel, proposal deadlines, student committees, etc.
    • Review travel needs and make travel arrangements for the Chairholder, including airline bookings, hotel reservations, conference registration, etc.
    • Prepares and reviews reimbursement claims, travel expenses, appropriate documentation and authorization in keeping with UW policies and procedures

    Visitor Administration and Support

    • Makes arrangements for visitors (scientists, students, funding sponsors, etc.) within the defined UW policies for each type of visitor.
    • Responds to inquires related to international visitor issues and consults relevant offices on campus regarding their status, including the International Office, Graduate Studies and Postdoctoral Affairs, Dean of Science Office, etc
    • Monitors commitments made to visitors, and ensures all necessary paperwork is prepared in advance, in accord with UW and immigration policies.
    • Maintains all documentation to support audit and reporting requirements
    • Maintains confidentiality of personal information


    Reporting and Communication Support

    • Supports administrative tasks related to the preparation of collaborative funding proposals, scholarly article submission and funding reports

    Office Operations & Space Support

    • Provides direct support to the Chairholder in office operations, including travel planning and expense claims, visitor reception, communications, email, room booking needs, and office supply

    Professional Service

    • Responds quickly and serves as a point of contact to internal stakeholders (Departments, Faculties, Office of Research, Graduate Studies and Postdoctoral Affairs, Finance, UW Senior Administration)
    • Liaises and supports Chair-related tasks with external stakeholders (Visitors, Partners, Government, Industry, Service Providers, etc.)
    • Assists with special projects and other duties as assigned


    • Bachelor’s degree, familiarity with the needs of a scientific operation desired
    • Minimum of 2 years of working in an administrative support and reporting role
    • Knowledge of university working environment and systems, or similar large, complex, multidepartmental organization
    • Analytical skills, interpersonal, organization and communications skills required
    • A certain amount of autonomy is required to monitor travel, visitor and other activities and take initiative to recommend improvements and changes
    • Flexibility is important to work at events after hours and assume tasks that arise as a course of business



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