University of Waterloo

  • Faculty Assistant

    Requisition ID
    2018-3675
    Job Category
    Administration
    Department
    2175 - Dean of Engineering Office
    Job Status
    Regular Full-Time
    Hiring Range
    $41,377 - $51,721
  • Overview

    The Faculty Assistant is the first point of contact for faculty, staff, students and visitors, and must be knowledgeable of routine administrative and operational functions in the Faculty of Engineering. The Faculty Assistant must present a professional and welcoming environment for all visitors and is expected to work effectively in a team environment in which all members contribute collectively to the overall operation of the Dean of Engineering Office. The incumbent provides support for program administration, event planning, committee and meeting support, assistance with time sensitive administrative processes during the absences of staff and secretarial, administrative and special project support to the Dean and other senior staff in the Dean of Engineering Office.

    Responsibilities

    Office Administration and Client Service

    • Acts as the first point of contact for the Dean of Engineering Office. Incumbent answers telephones, greets visitors, handles complex situations and maintains upmost professionalism, confidentiality and discretion
    • Provides secretarial and administrative support for the day-to-day operation of the office including support for new initiatives and special projects
    • Manages bookings for the Dean of Engineering conference rooms and dedicated parking spaces for visitors
    • Manages document storage, retention and confidential disposal per university records management
    • Maintains inventory of office equipment and supplies
    • Reconciles p-card and financials, telephone billing reports and payroll for special projects
    • Sorts and delivers mail for core and extended Dean of Engineering office. Handles requests for courier services
    • Prepares and disseminates directories of staff and senior leadership
    • Provides technical support for photocopiers, and printers
    • Ensures that kitchen and shared lounge areas are clean and tidy. Orders coffee and related supplies

    Program Administration

    • Independently administers Faculty of Engineering programs that include faculty, staff and student involvement. Duties include but not limited to communication of program information, regular liaison
      with program partners and stakeholders, determines participant eligibility, processes documentation, records management, financial tracking and reporting. Programs managed by the Faculty Assistant
      include Undergraduate Research Assistantships (URA), Dean’s co-op support, Upper Year Scholarships (UYS), ACES, President’s Research and International Experience Awards
    • Maintains databases and produces reports to support program administration
    • Maintains website for programs including updating program information, changes to processes, deadlines, and supervisor lists

    Administrative and Special Project Support

    • Provides secretarial and administrative support for senior staff including the Executive Officer, Director of Planning and Faculty Administrative Officer. Duties include but not limited to printing requests, coordinates mailings for annual strategic planning reports, support for special projects, committee support, event planning, presentation support, and routine data requests
    • Acts as back-up to the Executive Assistant to the Dean by fulfilling all of the responsibilities of the role. Responsibilities include answering the Dean’s extension, general secretarial support,
      managing the Dean’s calendar, checking and prioritizing email for the Dean to review, and bringing confidential and sensitive issues to the attention of the Dean. The incumbent acts as the liaison
      between the Dean of Engineering, academic units, administrative support units, and institutional offices
    • In the absence of the Executive Assistant to the Dean, prepares meeting materials for institutional and external meetings for the Dean to review 
    • Provides administrative support for time sensitive and essential services in the absence of the Department Secretary, and Faculty Secretary or during peak workload periods, Duties include but
      not limited to support of senior leadership committees, including minute taking, handles routine processes for sabbaticals, tenure and promotion, faculty and non-faculty appointments. Incumbent
      must be familiar with best practice for appointing foreign academics 
    • With guidance and direction from the Faculty Administrative Officer, the incumbent provides routine administrative support to the student appeals process in the absence of the Faculty Secretary and
      must be knowledgeable of relevant policies

    Data Support

    • Supports the maintenance of the Faculty of Engineering tool for faculty appointments. Responsibilities include independently maintaining information on cross appointments, administrative appointments, jointly with the Department Secretary, maintains all regular and nonregular faculty appointment data
    • Maintains database and produces reports on research and operating expense claim variances, and late claims

    Committee, Meeting, Event Planning and Support

    • Acts as Secretary to the Advisory Committee on Engineering Scholarships (ACES). Duties include but not limited to meeting logistics, preparing agendas, minutes, and following up on action items. The incumbent provides all necessary resources required for the committee to carry out the established selection process for all Engineering scholarships
    • Coordinates logistics for meetings involving the Dean, governing council, and administrative committees including regular finance, research finance and human resources related meetings involving the Executive Officer, Faculty Financial Officer, Faculty Financial Analyst and Faculty Administrative Officer. Duties include but not limited to scheduling, bookings rooms, parking, catering, and disseminating meeting materials
    • Provides technical support and presentation support for Engineering Faculty Council and Engineering Faculty Assembly as needed
    • Provides administrative support to special projects, new initiatives, strategic planning activities as needed

    Qualifications

    • Post-secondary degree or equivalent education and/or experience
    • A minimum of 3 years’ experience in an administrative support role with focus on client service, communications, event planning, records management 
    • High level of computer literacy and willingness to learn new programs
    • Demonstrated ability to work effectively and discreetly with confidential and sensitive information
    • Must possess strong client service focus and sensitivity to diversity
    • Strong organizational skills with the proven ability to manage multiple projects with competing demands and frequent interruptions
    • Demonstrated aptitude for successfully working in a team-oriented environment
    • Exemplary interpersonal and communication skills
    • Strong attention to detail, ability to work independently, take initiative and anticipate needs of a diverse client group
    • Proven problem solving abilities
    • Intermediate knowledge of Microsoft Office including Outlook, Word, Excel, and PowerPoint. Knowledge of Concur an asset
    • Minute taking experience desired
    • Working knowledge of university policies, procedures preferred
    • Regular working hours. Some evening and weekend work may be required

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