University of Waterloo

Administrative Coordinator

Requisition ID 2021-6616
Job Category
Electrical and Computer Engineering
Employment Type
Time Type
Hiring Range
$43,934 - $54,918


Term: 1 year


The Administrative Coordinator provides administrative and financial services to support a diverse array of activities, including administrative support to department administrators and committees. The incumbent will also provide financial and procurement support to an assigned group of faculty members with large research teams in order to maintain the day-to-day operations of their research.


This role is contingent on funding.


Financial Support for Principal Investigators and Research Groups

  • Prepare and process travel claims, out of pocket expenses, and faculty professional expense reimbursement claims for assigned faculty in financial system

  • Ensure availability of supporting documents and approvals for expenditures from the relevant faculty members

  • Prepare internal lab billings for assigned research labs ensuring compliance with internal policies

  • Process all financial transactions including purchasing payables and invoicing external customers

  • Assists with purchase of equipment and supplies for research groups

  • Assist with the procurement of research services to ensure compliance with Procurement policies and procedures including determination of independent contractor status

  • Provide guidance to others on the use of financial systems including procurement and Concur

  • Solves problems or issues related to purchasing or other activities within the established guidelines, referring only the more challenging issues to the Financial Officer

  • Collaborate with the Financial Coordinators to identify appropriate funds, work orders, accounts, and projects to be charged

  • Update, maintain and verify information in a variety of spreadsheets and databases


Human Resources Administration

  • Work in conjunction with the Research Appointment Coordinator to obtain supporting documentation for non-faculty appointments

  • Coordinate hiring documentation for research staff

  • Process hires for casual, students and part-time employees in Workday

  • Advise student employees with respect to payroll procedures

  • Liaise between PIs, the department and Human Resources on issues relating to research personnel

  • Update database for casual, student, and part-time appointments


Administrative Support

  • Provide administrative support for the Assistant to the Chair and DACA members in the recruitment of new faculty hires

  • Share CVs and other application documents with the DACA and faculty members

  • Coordinate candidate interview process, including notices, etc.

  • Set up virtual or in-person lectures/seminars and interviews with various faculty members

  • Collect feedback on each candidate for discussion and decision-making

  • Assist the Assistant to the Chair with the final package for presentation to the Dean of Engineering and UARC

  • Provide administrative support to one or more department committees as required


Facilities Administration

  • Initiate work requests for Plant Operations regarding repairs, maintenance and custodial service

  • Assist the Administrative Officer in office allocation, including provision of furnishings, equipment, renovations, and telephone and computing services for all incoming faculty and staff

  • Maintain records of renovation projects and furniture purchases

  • Responsible for fixed asset inventory of all furniture purchases, asset disposals and research equipment for assigned faculty research labs



  • Serve as back-up for staff during absences

  • Attend all training on new systems and procedures, and meetings as required

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


  • Post-secondary diploma in business administration, finance or related area, or equivalent combination of education and work experience
  • 3 years of related experience providing administrative and financial administration support in a fast-paced environment

  • Experience using an online expense reimbursement and purchasing systems

  • Knowledge of University of Waterloo policies, procedures and systems are an asset

  • Intermediate computer skills and knowledge of MS Word, Excel, Concur, Unit4 and databases with willingness to learn software applications

  • Strong organizational and time management skills with the ability to cope with multiple demands and prioritize competing requests

  • Demonstrated accuracy and attention to detail

  • Ability to work proactively and independently with minimal supervision in multi-tasking environment

  • Strong communication, relationship building, teamwork and interpersonal skills

  • Demonstrated problem-solving skills, including the ability to ask probing questions and anticipate customer needs

  • Ability to exercise good judgment and discretion while maintaining confidentiality

  • Ability to deal with a diverse group of clients in a professional manner, providing clear and accurate information

Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.


The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.


All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.


The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at or 519-888-4567, ext. 45935.


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