University of Waterloo

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Research Administrative Assistant

Research Administrative Assistant

Requisition ID 
2018-2880
Job Category  
Engineering
Department 
2425 - Mechanical & Mechatronics Eng.
Job Status 
Regular Part-Time
Hiring Range 
$19,037 - $23,796

More information about this job

Overview

The Research Administrative Assistant provides organizational, administrative and financial structure and support to the management of an international joint research centre hosted in Mechanical & Mechatronics Engineering (MME). This includes support in the areas of finances, human resources and physical resources. The Research Administrative Assistant also provides executive level support to the Executive Director (ED) of the research centre.

 

 

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

Responsibilities

Administration

  • Accountable for overall quality and responsiveness of daily office operations such as reception, phone, correspondence, mail, and filing
  • Plan and execute daily events within the centre (meetings, visits, requests, events)
  • Provide the ED with organized, confidential information and data to support decision making
  • Prepare and process travel advances/claims and expense reimbursement claims for ED and his teams and visitors 
  • Assist lab management with purchase of equipment and supplies for research groups
  • Assist with preparation of payroll forms for research staff, students, appointments of Post-Doctoral Fellows and visiting scholars
  • Assist with special projects and other duties as assigned by the ED

Meeting/Event Support

  • Coordinate arrangements for special events, conferences, seminars, lectures and industry/researcher/student meetings; this includes scheduling, catering, preparing and disseminating agenda packages or other materials
  • Books rooms for meetings and events
  • Attend meetings and transcribes minutes, as required

Other Duties

  • Create and update information on centre websites and other social media such as WeChat, Twitter, LinkedIn, and ResearchGate
  • Field inquiries and direct students/research staff to the appropriate staff member, office or resource department as required
  • Assist in arranging the outreach and travel of the ED
  • Performs other duties as assigned

Qualifications

  • High school diploma with some post secondary education, or equivalent combination of education and/or experience
  • 1-2 years of administrative and customer service experience, preferably in an academic environment
  • Proven high-quality customer service interactions with faculty, staff and students
  • Demonstrated ability to maintain strict confidentiality
  • Knowledge of University of Waterloo policies and procedures are an asset
  • Intermediate computer skills and knowledge of software applications used in an office setting, including Word, Excel, website creation and management software, SharePoint, FORE and Concur, Unit4, or willingness to learn
  • Proven aptitude for attention to detail and the management of multiple demands
  • Demonstrated decision-making skills, including the ability to ask probing questions and anticipate
  • customer needs
  • Ability to exercise good judgment and discretion and work independently with minimal supervision within a fast-paced, deadline driven multi-tasking environment
  • Excellent communication skills, oral and written
  • Excellent interpersonal skills interacting with campus employees