University of Waterloo

  • Administrative Assistant Campus Wellness

    Requisition ID
    2018-3262
    Job Category
    Administration
    Department
    5700 - Campus Wellness-General
    Job Status
    Regular Full-Time
    Hiring Range
    $45,561 - $56,951
  • Overview

    The Administrative Assistant is accountable to the Director, Campus Wellness. This position is responsible for coordinating direct administrative support to the Director, Campus Wellness and other members of the Senior Management team. On behalf of the Director, Campus Wellness, this individual provides organizational support to Campus Wellness staff. On behalf of the Director, Campus Wellness, this position relates to the University of Waterloo community. The Administrative Assistant is also responsible for internal communication (within Campus Wellness areas) regarding operational functions and Campus Wellness activities and initiatives.

    Responsibilities

    Administrative Support - Director, Campus Wellness

    • Function as the administrative, professional “face” of Campus Wellness
    • Provide direct administrative support
    • Assist in report and presentation preparation
    • Serve as resource for application of University of Waterloo policy, guidelines and practices, including human resource policies and procedures
    • Assist Director with strategic planning
    • Provide background research; develop draft proposals for funding initiatives / programs

    Administrative support for Campus Wellness - on behalf of Director, Campus Wellness

    • Provide administrative support for Campus Wellness Senior Management Team (Director, Campus Wellness; Director, Health Services; Director, Counselling Services; Administrative Officer; Associate Director, Health Promotion
    • Coordinates standing committee meetings including scheduling, notification, minute-taking and distribution
    • Provide support for other Campus Wellness staff, as required
    • Work in collaboration with Client Customer Service Supervisor to coordinate delegation of some administrative tasks

    Administrative Support – Residency Programme

    • Collaborate with Medical leaders to coordinate on-boarding and termination of psychiatric and medical residents
    • Provide administrative and logistical support to residents
    • Liaise with Client Customer Service Supervisor to coordinate administrative support for residents
    • Liaise with Operations Supervisor to coordinate operational support of residents

    Communication - Inter-departmental / Intra-departmental

    • Function as central point-person for internal Campus Wellness communication, providing leadership and organization regarding inter-departmental and intra-departmental communication
    • Coordinate regular on-going communication to Campus Wellness staff as well as coordinating communication regarding special projects and initiatives
    • Oversee and maintain Campus Wellness SharePoint site (including content and permissions)

    Financial / Data

    • Assist Director, Campus Wellness in data-gathering and report preparation
    • Liaise with Financial Services to assist in budget preparation and evaluation

    Special Projects, Initiatives and Responsibilities

    • Provide logistical and practical support and coordination for Campus Wellness events, activities and initiatives (joint staff meetings, etc.)
    • Provide support and liaison to campus-wide committees as required (i.e. Committee on Student Mental Health)
    • Design and implement tracking systems for ongoing Campus Wellness initiatives (i.e. onboarding new staff, absence management, training)
    • Assist Operations Supervisor with coordination of facilities-related responsibilities (i.e. office moves, key control, health and safety)

    Qualifications

    • Undergraduate degree in Business Administration or diploma in Health Administration, or equivalent education and/or experience
    • At least three years of administrative experience supporting senior management preferably in a healthcare facility (post-secondary setting beneficial)
    • MS Word, extensive knowledge
    • Excel, intermediate knowledge
    • PowerPoint, extensive knowledge
    • Microsoft Office suite, extensive knowledge
    • Sharepoint, experience preferred
    • Occasional evening work may be required

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