University of Waterloo

  • Academic Administrative Assistant, Stratford School

    Requisition ID
    2018-3368
    Job Category
    Administration
    Department
    1975 - Stratford Programmes
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $38,074 - $47,593
  • Overview

    Term: 8 months (Approximately)

     

    The Academic Administrative Assistant, Stratford School, will provide administrative support to the Director. S/he will also be responsible for all event support for the Campus.

     

    This position is located at the Stratford School of Interaction Design and Business in Stratford, Ontario.

    Responsibilities

    Assist with the overall organization, planning and execution of programs and events at the Stratford School:

    • Coordinate, schedule and book all campus events
    • Field external room requests
    • Complete contracts and all appropriate documentation associated with room/event requests, as directed.
    • Arrange payment for room bookings
    • Assist with internal and external communication around on-campus events
    • Organize technical support (audio and visual) and perform physical set-up of spaces (ongoing and for special events/activities)
    • Organize welcome table, event tables, signage, information packages, name badges
    • Organize catering delivery, set-up for events

    Provide administrative support for the Director:

    • Support established administrative processes for academic programs consistent with University and Faculty-wide standards and protocols
    • Develop and maintain the calendar of administrative activities, including sessional and undergraduate teaching assistantship contracts
    • Manage the Director’s calendar and reports as required or at the Director’s request
    • Provide leadership in the regular review and updating of administrative policies and procedures
    • Prepare meeting minutes for the Director’s review
    • Arrange transportation and provide logistical support for academic field trips in conjunction with Academic Administrative Supervisor.
    • Provide administrative and financial support for Director’s grant-funded research projects (e.g., organizing project meetings, making travel arrangements, submitting expense claims for Director’s review
    • Organize and coordinate details of project meetings associated with outreach activities and events (ie. call meetings, create and circulate agendas, take minutes, etc.)

    Provide support for reception position (i.e. lunch coverage, vacation coverage, other as required)

    • Answer/direct telephone calls
    • Welcome visitors to campus
    • Manage general inquiries
    • Other duties as required

    Qualifications

    • Post-secondary degree or diploma or equivalent education and/or experience
    • Experience in an administrative role requiring multi-tasking and prioritizing. Experience in planning, supporting, executing events
    • Exceptional attention to detail
    • Ability to prioritize and work independently
    • Tact, diplomacy, professionalism, confidentiality, interpersonal and communication skills
    • Demonstrated proficiency with Microsoft Office Suite (i.e. Excel, Word), data management tools (i.e. Eventbrite, web-based registration systems) and presentation software (i.e. PowerPoint, Prezi)
    • Work outside normal operating hours can be expected in this role. The role often requires extended and/or non-traditional hours in order to set up, oversee and take-down an event.

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