University of Waterloo

  • Department Assistant

    Requisition ID
    2018-3441
    Job Category
    Administration
    Department
    2200 - Electrical & Computer Eng
    Job Status
    Regular Full-Time
    Hiring Range
    $38,074 - $47,593
  • Overview

    The Department Assistant provides a wide range of administrative services to facilitate the effective daily operation of the department and its activities. This position helps maintain a professional quality and positive student-centered environment in Electrical and Computer Engineering (ECE).

    Responsibilities

    Department Support Services

    • Maintains and updates website and display monitor to promote ECE’s activities, including graduate and research seminars, announcements and award winners
    • Schedules bookings for all ECE meeting/seminar rooms and equipment; complex booking requests may require liaising with Plant Operations, Information Systems & Technology, UW Police, etc.
    • Submits purchase requests for departmental purchases e.g. chairs, equipment or services needed for daily operations of the department
    • Submits orders for office and coffee supplies and orders internal forms, stationary, business cards, and copier supplies as required
    • Maintains office equipment, ensures that copiers are functional and arranges service as needed;
    • Submits print orders e.g. course materials, mid-terms or exams, and ensures confidential materials are stored securely
    • Manages diversity of general questions from department visitors, students, staff and faculty
    • Handles mail distribution and courier packages
    • Maintains and updates various office directories and telephone listings
    • Assists with logistical arrangements for meetings, seminars, guest lectures, special events, as required
    • Coordinates submission of technical reports, allocates technical report numbers, and updates catalogue of ECE reports
    • Reviews existing files and prepares for records management, or disposes of materials as required

    Physical Resource Maintenance

    • Submits all maintenance, custodial and other service requests to Plant Operations
    • Informs Plant Operations of emergencies e.g. spills, floods, etc. that need immediate attention to ensure these facility issues are handled promptly and appropriately
    • Tracks all work requests for repairs, caretaking, cleaning, etc. associated with ECE space and identifies billing discrepancies
    • Works with Senior Associate Chair to coordinate move requests and furniture or equipment surplus disposal as needed
    • Notifies occupants of service interruptions (electrical outage, water shutdown, etc.), building maintenance, or construction-related disruptions
    • Assesses requests for furniture repairs and submits work orders
    • Submits department signage requests and updates directories
    • Coordinates departmental recycling initiatives

    Telephone Administration

    • Coordinates all ECE telephone services, including telephone installations/relocations
    • Submits telephone changes and repair requests as authorized department requestor
    • Reconciles monthly IST invoice, reviews changes, monitors charges, and resolves discrepancies
    • Works with the Financial Coordinator to reconcile telephone expenses in excess of $77,000.00 annually.

    Support Faculty Members

    • Provide administrative support to faculty in support of their teaching and research responsibilities
      including typing, copying, faxing, etc. upon request

    Other Duties

    • Provides backup support to the ECE Space Coordinator during absences and vacation
    • Updates and distributes departmental orientation package for new faculty and staff
    • Distributes and collects TA copies of course textbooks each term as required
    • Assists other administrative staff with work overflow and coverage during absences
    • Maintains the position’s procedure manual
    • Attends all training on new systems and procedures, and meetings as required
    • Transcribes minutes of meetings as required
    • Assists with special projects and other duties as assigned by the Administrative Officer

    Qualifications

    • Two year college diploma or equivalent combination of education and/or experience preferred
    • 1-2 years front line reception, customer service, and/or administrative support experience
    • Experience with shipping, purchasing, work requests preferred
    • Excellent customer service/public relations skills to respond to diverse inquiries independently and provide accurate information in a clear and concise manner
    • Must possess cultural awareness, sensitivity and patience to communicate and interact effectively with a wide range of people whose first language may not be English
    • Must have strong oral and written communication and interpersonal skills to deal effectively with faculty, staff, researchers, colleagues and students using discretion, diplomacy, and tact
    • Strong organizational skills, attention to detail, and good sense of logistics required
    • Time management skills including adaptability, flexibility to deal with a variety of tasks in a fastpaced environment with changing priorities
    • Ability to work well under pressure of high volume and frequent interruptions, ability to stay calm during challenging times and periodic pressure
    • Strong problem solving skills and sound judgement skills to deal with unexpected requests
    • Excellent keyboarding with an emphasis on accuracy, and ability to adapt to new computer technology necessary
    • Ability to work supportively in a team environment to assist others in the office as required
    • Knowledge of UW administrative procedures would be an asset
    • High proficiency with WCMS, FileMaker Pro or other database programs
    • Intermediate proficiency with Microsoft Office Suite, Adobe Acrobat
    • Experience with internet or web-based applications/programs e.g. Agile

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