University of Waterloo

  • Department Assistant

    Requisition ID
    2018-3628
    Job Category
    Administration
    Department
    2425 - Mechanical & Mechatronics Eng.
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $38,074 - $47,593
  • Overview

    Term: 11 months

     

    The Department Assistant provides a wide range of administrative and operational support to facilitate the day-to-day operations of the Department of Mechanical and Mechatronics Engineering (MME). This 
    position helps to create and maintain a positive student-centered and service-oriented environment in MME.

    Responsibilities

    Clerical and Administrative Support for the General Operation of the Department

    • Acts as receptionist by responding to diverse general questions independently, promptly and courteously by way of telephone, email and office visits
    • Determines the nature of needs and directs individuals to the appropriate staff member, office, or resource department based on a thorough knowledge of the department and the University
    • Facilitates the daily operation of the department printer and photocopier, including trouble-shooting and processing requests for repair, monitoring supply of paper, toner, or other supplies, and
      replenishes as necessary
    • Maintains office and coffee supplies for the department, faculty and staff
    • Coordinates both incoming and outgoing mail services for the department
    • Assists with the issuing, returning, and tracking of keys
    • Coordinates copying, faxing, scanning, etc. of course materials, exams and other printed materials
    • Submits and ensures confidentiality of print orders for course materials, mid-terms or exams
    • Maintains department directory of faculty and staff listings
    • Maintains records of department and teaching expenditures for supplies and copying
    • Arranges parking passes for MME visitors through Parking Services

    Meeting and Event Support

    • Schedules bookings for all MME meeting/seminar rooms and equipment and ensures all equipment (laptop, data projectors, laser pointers) are returned
    • Coordinates logistical arrangements for department special events, conferences, seminars, guest lectures, industry and senior leadership partners; including scheduling, catering; preparing and
      disseminating agenda packages or other materials
    • Transcribes and circulates meeting minutes as required

    Web/Digital Maintenance

    • Updates MME website events, department news, webpages, contact details, etc.
    • Creates and manages announcements and advertisements displayed on department monitors

    Physical Resource Maintenance

    • Submits maintenance, custodial and other service requests to Plant Operations
    • Informs Plant Operations of emergencies (e.g. spills, floods, etc.) that require immediate attention to ensure these facility issues are handled promptly and appropriately

    Other Duties

    • Assists the Administrative Assistant to the Chair with the creation of Sessional appointments; ensures paperwork is completed and signed by the financial account holder, Vice-Dean of
      Engineering, and the appointee
    • Processes online applications/documents received for posted faculty positions
    • Provides backup support to the Administrative Assistant to the Chair during absences and vacation
    • Assists with special projects and other duties as assigned by the Administrative Assistant to the Chair or the Administrative Officer

    Qualifications

    • Post-secondary degree/diploma preferred or equivalent education and/or experience
    • 1-2 years of administrative/clerical experience and/or front-line reception/customer service
    • Experience within an academic environment an asset
    • Excellent interpersonal and communications skills, both oral and written
    • Must possess cultural awareness, sensitivity and patience to communicate and interact effectively with a wide range of individuals whose first language may not be English
    • Strong organizational skills, attention to detail, and good sense of logistics required
    • Time management skills including adaptability and flexibility to react to unexpected and time sensitive demands
    • Ability to work well under pressure of high volume and frequent interruptions, ability to stay calm during challenging times and periodic pressure
    • Proven judgement, tact, diplomacy, and problem-solving skills
    • Ability to work both independently and in a collaborative team environment, with the capacity to work effectively and efficiently in a complex, fast-paced and changing environment with numerous
      deadlines and priorities
    • Knowledge of UW policies and procedures an asset
    • Intermediate proficiency with Microsoft Office Suite and Adobe Acrobat
    • Experience with internet or web-based applications such as Agile

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