University of Waterloo

  • Waterloo-Huawei Joint Innovation Lab (WHJIL) Administrative Coordinator

    Requisition ID
    Job Category
    2950 - School of Computer Science
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $41,377 - $51,721
  • Overview

    Term: 3 years


    Accountable and reports to the Director of the Waterloo-Huawei Joint Innovation Lab (WHJIL); also interacts with Administrative Supervisor, David R. Cheriton School of Computer Science for School-related issues.


    This role is contingent on funding. 


    Financial Administration

    • Manages all faculty and non-faculty reimbursement claims, including but not limited to members, visitors, seminar speakers, and board members
    • Manages external invoicing requests
    • Monitors and communicates balances on accounts to confirm expense reimbursement eligibility
    • Manages, communicates and adheres to compliance regulations set by Tri-Council and other funding agencies, and according to internal policies and procedures
    • Provides up-to-date account information to the Director and staff, including but not limited to, account numbers, expiry dates, eligible and non-eligible expenses for research and special project funds
    • Manages the distribution of WHJIL funds for start-up grants to individual University faculty accounts

    Research Grant Preparation and Reporting

    • Co-ordinates the collection of research grant application materials for submission to the various granting agencies, including but not limited to, NSERC, SSHRC, CIHR, based on Tri-Council Agency regulations and communicates expectations and internal deadlines to existing and newly hired faculty
    • Facilitates the procedures and documentation for newly sponsored research grants
    • Communicates funding opportunities to research faculty and provides advice on procedures andrequirements
    • Provides guidance to research faculty in reviewing their financial information using UW on-line reporting system
    • Maintains familiarity with policies and procedures from the various granting agencies and communicates with internal departments to comply accordingly
    • Adheres to and communicates research compliance in the preparation of research documents
    • Collects and administers proposals for internal start-up grants and collects reports from principal investigators

    Conference Organization

    • Manages administrative details pertaining to town hall meetings, research conferences and workshops hosted by the department
    • Attends conference committee meetings and organizes plans based on availability of facilities and services from others
    • Organizes and consults on web page information for registration purposes
    • Organizes travel arrangements and reimbursements for invited speakers
    • Co-ordinates on-campus facilities, including but not limited to venue for lectures and reception, parking, catering, computer and telephone access
    • Co-ordinates special events including but not limited to banquet and off-campus extra curricular activities, and explores promotional items for swags
    • Creates supporting documents, including but not limited to, event poster, program agenda, name tags, directional signs, and provides financial reporting summaries showing revenue and expenses against budget availability

    External and Internal Communication

    • Defines in collaboration with the Director the external and internal communication strategy
    • Prepares external communication media, including but not limited to web pages, power point presentations and brochures
    • Organizes the internal communication infrastructure, including but not limited to mailing lists and phone directories
    • Collects in collaboration with the director material from the WHJIL member for dissemination to the public
    • Proof-reads and prepares material for the external dissemination
    • Maintains regular contact with WHJIL members for fostering their external visibility

    Administrative Support

    • Co-ordinates local arrangements for seminar speakers, external examiners, candidates for positions, and Distinguished Lecture visitors
    • Co-ordinates usage of conference calling card
    • Co-ordinates and reconciles on-line credit card purchases for faculty and staff


    • Secondary School diploma, with some post-secondary education or commitment to receive postsecondary training or equivalent education and/or experience
    • 3 years of administrative support experience in an academic environment
    • Experience making international travel arrangements and event bookings required
    • Proven experience with financial reconciliations
    • Experience using an online expense reimbursement system definite asset
    • Previous experience applying University policies and procedures, especially those related to financial matters would be a definite asset
    • Client Service
      • Ability to respond to customer needs in a timely, professional, helpful and courteous manner
      • Keeps stakeholders up-to-date on the progress of the service they are receiving and changes that affect them
    • Teamwork and Relationship Building
      • Resolve conflict actively and constructively, engaging in difficult conversations to find collaborative solutions
      • Excellent human relation skills including the ability to develop and maintain constructive relationships with individuals in academic posts
    • Communication
      • Proven business-appropriate oral and written communications skills
      • Use multiple channels or means to communicate important messages (e.g., memos, newsletters, meetings, electronic mail)
      • Maintains confidentiality and demonstrates a sensitivity to diversity
    • Managing Change
      • Demonstrated ability to use technological solutions to improve processes and communication
      • Willingness to be reassigned to different work groups and participate in job shadowing programs
      • Ability and willingness to be trained on new procedures
      • A willingness to learn new software as required
    • Problem Solving
      • Able to approach a complex task by breaking it down into component parts, and to use technology to assist breakdown and tracking
      • Documents recurring problems so they may be addressed at a higher level
      • Demonstrated creative and critical thinking skills to explore, make connections, and discover knowledge
    • Planning and Organization
      • Ability to take ownership for projects of duration of several months; use good independent judgment when priorities are challenged
      • Uses sound methods to plan, track and report work
    • Technical
      • Excel, Word and Powerpoint intermediate
      • Web content systems
      • LaTeX mathematical software an asset
    • Occasional evening work on average 2 days/year


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