University of Waterloo

Administrative Assistant

Requisition ID 2021-6742
Job Category
Employment Type
Time Type
Hiring Range
$48,376 - $60,471


Term: 18 months


The Administrative Assistant is responsible for the smooth daily operations of the Chair’s office. The Administrative Assistant provides support, oversight and guidance for faculty recruiting, tenure and promotion, faculty merit, sabbaticals and academic appointments. The Administrative Assistant manages confidential records, maintains the department website and provides administrative support to the Chair, Associate Chairs and Administrative Officer. The Administrative Assistant is equally accountable to the Chair and the Administrative Officer.


Administrative Support to Chair, Associate Chairs and Administrative Officer

  • Organize the Chair’s schedule, book meetings on behalf of the Chair and update electronic calendar(s)

  • Prepare confidential information on behalf of the Chair, Associate Chairs and Administrative Officer

  • Provide advice and guidance on policies and procedures related to faculty recruiting, tenure and promotion, merit, sabbaticals and appointments

  • Provide administrative support for program reviews including requesting data and preparing and summarizing statistical reports

  • Organize agendas and prepare minutes for Executive Committee Meetings, Department Meetings and retreats

  • Monitor committee membership and manage confidential electronic voting process for renewals and new appointments

  • Provide administrative support for the Biology seminar series (book rooms, audiovisual, speaker travel arrangements, meal reservations, catering, parking, print posters)

  • Coordinate bookings for departmental events (rooms, audiovisual, catering etc.)

  • Coordinate travel arrangements for the Chair and department visitors

  • Assist with strategic projects under the direction of Chair, Associate Chairs and Administrative Officer

  • Facilitate administrative continuity as academic administrator appointments change through effective record keeping, training and mentoring


Faculty Recruiting

  • Coordinate advertising for faculty recruiting according to university policy

  • Maintain candidate database and ensure applications are complete

  • Schedule candidate visits and oversee interview process, including booking meeting rooms, arranging meetings, meal reservations and advertising visits

  • Coordinate candidate travel arrangements including hotel and transportation, and assist with reimbursement claims

  • Coordinate DACA meetings and prepare UARC documents


Tenure and Promotion

  • Coordinate tenure and promotion proceedings, in consultation with the Chair, according to university policies

  • Review candidate briefs for accuracy and completeness

  • Prepare summary data for candidate briefs (e.g. student evaluation scores, peer evaluations)

  • Schedule DTPC meetings and take minutes

  • Coordinate the final brief and submissions


Faculty Merit

  • Establish department merit review timeline in conjunction with the Dean of Science Office and policy

  • Collect faculty year-end reports, compile data related to teaching, publications, student supervision, service activities and prepare summary forms

  • Circulate summary forms to the Merit Committee, arrange meetings and record meeting minutes

  • Prepare summary of final merit ratings and submit to the Dean of Science Office

  • Prepare confidential summary sheets for each faculty member and arrange follow-up meetings with the Chair as required


Sabbaticals and Leaves

  • Communicate sabbatical information and application deadlines to faculty members

  • Review sabbatical application forms for completeness and oversee approval process

  • Calculate and verify sabbatical leave entitlements

  • Provide information on policies, processes and deadlines for other leaves, retirement and termination


Academic Appointments

  • Prepare appointment contracts for new faculty, associate chairs, sessional instructors, post-doctoral fellows, research associates, visiting scholars, adjuncts, cross-appointments and volunteers

  • Prepare immigration documents for foreign workers in consultation with the university immigration specialist

  • Prepare welcome package for new appointments and assist with email and office set-up

  • Monitor contract end dates for definite term and probationary term appointments and ensure renewals are processed in a timely manner

  • Prepare termination forms for completed contracts and faculty retirements


Website Administration

  • Create and maintain department webpages

  • Update faculty member research pages regularly

  • Update department member lists regularly

  • Update and maintain the events calendar, newsfeed and twitter account regularly

  • Update SharePoint site while ensuring proper permissions are in place to maintain security and confidentiality of posted documents


Other Administrative Support

  • Create and maintain a confidential database to track faculty career milestones (tenure, promotion, merit, leaves, committee membership, teaching records etc.)

  • Advise department members of deadlines, schedules and documents to be submitted to the Chair; receive and monitor submissions

  • Advise department members of university policy changes and implementation

  • Prepare and distribute the weekly bulletin and away list to members of the department

  • Maintain updated contact lists of department members

  • Provide back-up for Financial/Purchasing Assistant during absences

  • May serve as a member of the department Social Committee

  • Other duties as assigned by Chair, Associate Chairs or Administrative Officer


  • Undergraduate degree or equivalent combination of education and/or experience
  • 2+ years administrative experience in an academic environment is preferred

  • Experience interpreting university policies and procedures is as asset

  • Experience making independent decisions and handling confidential information with minimal supervision is essential

  • Administrative experience in a complex, dynamic and fast-paced environment necessary with ability to manage multiple priorities concurrently and accurately

  • Demonstrate a high level of professionalism and handle situations with tact and diplomacy

  • Excellent interpersonal and communication skills (verbal and written) are required

  • Excellent organizational skills, strong attention to detail and the ability to prioritize multiple tasks in a high volume office

  • Excellent working knowledge of Microsoft Office, Outlook Calendar, SharePoint, Adobe and website maintenance software

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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