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
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
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
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
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 firstname.lastname@example.org or 519-888-4567, ext. 45935.