University of Waterloo

  • Administrative Assistant

    Requisition ID
    2018-3302
    Job Category
    Administration
    Department
    2200 - Electrical & Computer Eng
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $45,561 - $56,951
  • Overview

    Term: 1 year 

     

    The Administrative Assistant (Assistant) provides operational support to faculty administrators in the Department of Electrical and Computer Engineering (ECE). Working under the supervision of the Assistant to the Chair, the incumbent will provide support to academic appointment related committees (DACA) and is responsible for the administrative aspects of the sessional hiring process. In addition, the Assistant works closely with the Communications and Awards Officer to provide essential special event and communications support.

     

    This role is contingent on funding.

    Responsibilities

    Administrative Support

    • Provide direct administrative support for ECE’s Associate Chairs and Theme Area Chairs
    • Assist in report and presentation preparation
    • Serve as a resource for the interpretation of and ensure adherence to UW and faculty policies, guidelines and practices
    • Provide administrative support at Department and other committee meetings as needed including scheduling, meeting logistics, agenda, minutes, and posts minutes on the ECE SharePoint site
    • Communicate information to committee members between meetings
    • Responsible for continually updating the departmental website with new content and features while ensuring compliance with Web Accessibility standards
    • Update the ECE SharePoint site and electronic forms management as required

    Faculty Recruitment and Hiring Documentation

    • Works closely with the DACA Chairs in the recruitment of faculty hires for new and vacant faculty positions
    • Receives and processes all faculty position applications; creates candidate files and monitors file progress and completeness; acknowledges applicants, contacts referees
    • Prepares acknowledgement and refusal letters, and handles queries from prospective faculty applicants
    • Organizes applicant interview schedules and agendas with the DACA Chairs and Committees
    • Schedules visits and arranges travel, accommodation plans, agenda, immigration paperwork, and completion of reimbursement claims
    • Arranges meetings of the DACA and Hiring Council Committees
    • Acts as a resource for newly hired faculty members, provides assistance before their arrival to campus and provides on-boarding information
    • Prepares contracts for adjuncts, cross appointments, and sessional teaching faculty appointments including graduate student contracts
    • Provides back up support for research professor appointments

    Event and Visit Support

    • Maintains department webpages and updates social media content e.g. research stories and events calendar
    • Under the direction of the Communications and Awards Officer supports the planning, organization and execution of a variety of events, including but not limited to research meetings or conferences, seminars, guest lecturers, workshops, promotional and recruiting events, outreach projects
    • Provide logistics support for annual off-site retreat and special research site visits
    • Plans and secures services as required, e.g. venue bookings, audio visual equipment, catering, supplies, room set up & teardown, support to speakers/guests, and other relevant logistics, as required
    • Prepares invitations, agendas and related materials for distribution
    • Identifies and resolves issues that arise escalating as appropriate
    • Attends events, as required, to provide on-site assistance e.g. provides support to speakers and presenters, addresses last-minute changes and resolves unforeseen complications, escalating as required
    • Tracks event expenses (e.g. hospitality, A/V equipment) and provides budget data for cost recovery purposes

    Human Resources Support

    • Works with the Administrative Officer and Human Resources to manage hiring processes e.g. limited term lab instructor contracts
    • Processes all temporary student or research casual payroll and HRIS/Workday hiring documentation processes
    • Maintains database information on permanent and temporary staff
    • Facilitates and provides back up support for definite term appointments for postdoctoral fellows, research associates, visiting professors/scholars, and other research funded appointments
    • Provides back up support for sabbatical and leave requests, promotion and annual merit review as required

    Special Project Coordination

    • Provide administrative support for program reviews, including requesting data and preparing and summarizing statistical reports
    • Provide administrative support for strategic planning committee as required
    • Provide expertise and support for specialized document preparation and special project reports

    Other

    • Maintain procedure manual and attend training sessions as required
    • Acts as back up for the Department Assistant by providing assistance as required (e.g. room bookings, supplies, arrangements for courier services, mail, service requests, etc.) during any absences
    • Maintains key control corresponding databases during the Space Coordinator’s absence
    • Other duties as assigned by the Assistant to the Chair or Administrative Officer to support department goals and objectives

    Qualifications

    • Two year college diploma or an equivalent combination of education and/or experience
    • Three years of experience in administrative roles with increasing levels of responsibility
    • Experience including supporting events and organization of logistical elements, assisting multiple individuals including secretarial and administrative support, committee support, arranging meetings and maintaining calendars, preparing documents and providing customer service

    • Knowledge of, and experience processing the University’s academic appointments and promotions policies and procedures, and/or processing payroll transactions an asset

    • Intermediate experience with MS Office, SharePoint, and databases

    • Website editing and understanding internet social media an asset

    • Well-developed communication skills (oral and written) with the ability to respond with sensitivity to challenging situations

    • Strong interpersonal skills with the ability to interact in a positive and supportive manner

    • Demonstrated customer service skills with a client focus

    • Demonstrated discretion and respect for confidential information and processes

    • Sound judgement, tact, diplomacy, and problem solving skills

    • Proven capacity to handle high volumes of requests and to multi-task

    • Effective organizational and problem solving skills, flexible, takes initiative and uses resourcefulness to work independently

    • Time management skills, ability to manage multiple priorities from different portfolios, with tight deadlines

    • Attention to detail and accuracy is essential

    • Ability to adapt and implement new technologies

    • Ability to work effectively and successful with diverse stakeholders, international students and people from a wide variety of backgrounds and cultures

    • Working knowledge of University of Waterloo policies and procedures is an asset

    • This role generally involves regular working hours but may require some after-hours work to support department events

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