University of Waterloo

  • Administrative Assistant

    Requisition ID
    2018-3307
    Job Category
    Administration
    Department
    5470 - Office of Research
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $45,561 - $56,951
  • Overview

    Term: 1 year

     

    The Administrative Assistant, reporting to the Director, Strategic Initiatives and taking direction from the Executive Assistant to the Vice-President University Research is responsible for the organizational, secretarial and administrative support for the four Associate Vice-Presidents (AVPs) of the Office of Research. Responsibilities include maintaining daily schedules and itineraries and also providing overall administrative and executive assistance in respect to all activities of the AVPs areas of responsibility. On behalf of the AVPs, the incumbent interacts with senior administrators and faculty members across the University. The Administrative Assistant must perform at a high level, ensuring the Office of Research functions in an efficient and professional manner including providing support to the Directors and Senior Managers in the Office of Research as required.


    As an important member of the administrative team, the Administrative Assistant works closely with the Executive Assistant to the Vice-President University Research, and the Departmental Assistant to provide professional, efficient support to the leadership of the Office of Research. The incumbent will be fully cross-trained on the primary duties of both the Executive Assistant to the Vice-President University Research and the Departmental Assistant to ensure the provision of service during times of absence

     

    Responsibilities

    Administrative support

    • Manages AVPs’ schedules, arranging all meetings on and off campus. Representing the AVPs in a professional manner at all times, anticipates requirements and assembles material and briefings for meetings and appointments
    • Coordinates travel arrangements, completes travel claims and manages the AVPs’ itineraries including the provision of appropriate documentation
    • Facilitates meetings by booking facilities and refreshments, preparing handouts and reports, assisting with electronic presentation notes, producing meeting notes, handling responses and attending to special requests
    • Provides back-up support of key duties to members of the administrative team to ensure effective coverage during vacation and other absences.
    • Provides a wide range of administrative support to members of the Office of Research
    • Researches and prepares letters, agendas and other material to support the Office of Research
    • Takes initiative to draft correspondence, letters, memos, etc. as follow-up required by AVPs
    • Interacts with the Vice-President University Research, Offices of the President, Provost and other administrators to relay information, seek advice and engage parties in meetings
    • Responds to inquiries and information requests in a timely, confidential and professional manner
    • Performs research to assist in the preparation of reports, briefing notes, letters, agendas, information packages and a variety of other materials as required by the AVPs
    • Responds to telephone calls and emails on behalf of the AVPs as required
    • Performs duties with a high degree of accuracy and accountability

    Hosts meetings/events

    • Assists with the preparation and execution of meetings including recording of minutes, scheduling, set-up, catering and equipment orders as required
    • Provides assistance at events hosted by the VPUR office
    • Obtains profiles and background materials, researching websites for relevant information, prior to meetings of the Associate Vice-Presidents with external visitors

    Service Excellence

    • Greets visitors in a positive, enthusiastic and helpful manner, understanding the importance of first impressions
    • Maintains positive, collaborative relationships within the office, on campus and with external partners to ensure exceptional engagement, customer service and collaboration
    • Proactively finds solutions to address issues in a flexible, efficient manner
    • Engages, listens and seeks to understand the needs and expectations of all in-person, telephone and online interactions
    • Provides courteous, timely and efficient service. Acknowledges receipt of correspondence promptly, managers expectations of response ties, and provides pleasant, enthusiastic and professional communications
    • Support the team in preparing for events and special guests

    Qualifications

    • University degree or equivalent combination of administrative education or equivalent education and/or experience
    • 3-5 years administrative experience, preferably in an academic environment
    • Proven ability to deal with confidential issues and interact effectively with a wide range of individuals
    • Demonstrated experience managing executive-level schedules, using sound judgement to ensure effective use of resources
    • Extensive experience communicating information clearly and concisely
    • Proven aptitude for attention to detail and ability to manage multiple demands in a fast-paced work environment
    • Experience in agenda planning, calendar maintenance and minute recording
    • Experience in drafting senior level reports and correspondence
    • Strong interpersonal, organizational and communication skills with the ability to take initiative
    • Outstanding organizational, analytical and problem-solving skills
    • Strong communication skills, including writing and editing
    • Ability to remain calm and in control when faced with multiple, often simultaneous, demands for attention
    • Ability to assess and prioritize a busy workload
    • Proven ability to handle with confidence and discretion highly sensitive and confidential matters
    • Advanced knowledge of Microsoft Office including Outlook, Word, PowerPoint and Excel is required
    • Demonstrated ability to act in a professional manner, with discretion and diplomacy
    • Demonstrated ability to work collaboratively with senior administration and with team members from a variety of disciplines
    • Knowledge of the University’s systems, policies and procedures would be an asset

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