University of Waterloo

  • WatCAR Administrative Assistant

    Requisition ID
    2019-4109
    Job Category
    Administration
    Department
    2485 - WATCar-General
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $46,889 - $58,612
  • Overview

    Term: 11 months

     

    Reporting to the Managing Director, Waterloo Centre for Automotive Research (WatCAR), the Administrative Assistant, WatCAR (AAW) provides secretarial support and assists with the administration, accounts management, scheduling, budgeting and budget modeling of the Centre. The AAW will work with the Executive Director and Managing Director of WatCAR in supporting and implementing research and research programs with industry, non-governmental organizations (NGOs), government and post-secondary institutions.

     

    This position is designed to bridge and maintain working relationships across campus, notably with WatCAR faculty members, the Office of Research and Finance. The incumbent will continually develop and maintain a data bank to track contacts at and funding for past, present and potential WatCAR industry partners. Careful management of the finances of WatCAR, its relationship with faculty and staff involved in its research programs, oversight of its other research activities, and liaison with internal and external agencies and partners will ensure its continued, successful operation.

    Responsibilities

    Administrative Support

    • Project reporting

    • Liaison for guidelines and policies governing the university

    • Coordination of promotional activities, including visits to campus from industry and government sponsors, as well as workshops and seminars

    • Managing, accessing and maintaining WatCAR databases, web content, and other information resources

    • Assisting with announcements, publicity and public relations

    • Arranging meetings, seminars and conferences internal/external to UW

    • Preparing materials and facilities for hosted meetings and events

    • Preparing and distributing correspondence and meeting notes

    • Expediting travel arrangements and preparing itineraries

    • Maintaining statistics for WatCAR for funding and research

     

    Accounts Management

    • Track and summarize all financial expenditures against budget

    • Maintain existing database of industry and government contacts

    • Oversee external account activity including association memberships, trade show activity, speaking and presentation requests

     

    Scheduling

    • Track and manage project work flow in assigned labs and workspaces

    • Managing use booking, administration and maintenance of fleet of research vehicles

    Qualifications

    • College Diploma or equivalent combination of education and/or work experience
    • Minimum 5 years of work experience in office administration, academic environment preferred

    • Customer service expertise

    • MS-Outlook suite, Financial management systems (FORE preferred), Website content management (Droople preferred), Database management (Salesforce preferred), Writing and editing of text

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