University of Waterloo

  • Administrative Coordinator

    Requisition ID
    Job Category
    2950 - School of Computer Science
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $41,377 - $51,721
  • Overview

    Term: 6 months


    The Administrative Coordinator is responsible for providing general administrative support to the School and its faculty members.


    Expense claim preparation

    • Prepare travel claims and expenditure reimbursement requests for faculty, postdocs, graduate students and visitors of assigned faculty in compliance with University Policy and Tri-Agency granting requirements
    • Ensure availability of supporting documents and approvals for expenditure from the relevant faculty members
    • Remain current on knowledge of all policy requirements; attend regular training sessions
    • Coach faculty, post-doctoral fellows and graduate students in the use of the online expense reimbursement system

    General administrative support for researchers and research groups

    • Organize meetings, workshops, seminars and colloquia, including bookings, preparing advertisements, audio-visual equipment, and ordering refreshments
    • Initial Common CV (CCV) preparation and regular updating
    • Manage travel and accommodation arrangements for faculty, research groups, visitors, and graduate students
    • General correspondence: mail, courier packages
    • Update content for specific web pages related to a faculty member or assigned committee as required
    • Upload technical reports to the CS website
    • Initiate and monitor CSCF service requests

    Administrative support to the School including, but not limited to:

    • Provide administrative and secretarial support including minute-taking to one or more School committees
    • Provide training and service for departmental printing and a/v equipment as required
    • Provide administrative support for special school events and off-site research-related conferences
    • Maintenance of mailman lists
    • Update content of specified School web pages
    • Monitor the School’s printers and photocopiers; order, distribute and install paper and toner
    • Maintain School mailboxes; distribute incoming mail; arrange courier deliveries
    • Update procedure documentation as required
    • Order office and CS Lounge supplies
    • Ensure that the CS Lounge is maintained in good order
    • Provide back-up support for Reception
    • Provide back-up for other staff members as required

    Facilities Coordination

    • Maintain key and fob control systems
    • Reconcile reports on lost and expired keys to correspond with Key Control records and perform key and key tree audits
    • Initiate work requests for Plant Operations regarding repairs, maintenance and custodial service
    • Assist the Administrative Supervisor in space allocation, including provision of furnishings, equipment, renovations, and telephone and computing services for all incoming faculty, staff and visitors
    • Coordinate all CS telephone services
    • Inspect CS space for security, fire and accident hazards and submit work orders to remedy infractions
    • Maintain reports of hazardous conditions, near misses and injuries as per University policy and legislated requirements
    • Maintain first aid supplies, first aid training lists, and workplace safety bulletin boards
    • Participate in the development of CS specific polices and process reviews related to emergency preparedness and health and safety management
    • Ensure that new staff and faculty receive information on Health and Safety policies and proceduresaintain space inventory; create reports as required

    Other Duties

    • Assist with special projects and other duties as assigned by the Administrative Supervisor


    • Secondary School diploma, with some post-secondary education or commitment to receive postsecondary training; or equivalent education and/or experience
    • Extensive administrative support experience in an academic environment
    • Experience with financial reconciliations
    • Proficiency in Latex and Microsoft Word, Excel and Powerpoint
    • Web Applications an asset
    • A willingness to learn new software as required
    • Experience using an online expense reimbursement system
    • Regular working hours but occasional evening work (on average 2 days/year)


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