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Job Requisition ID: 2026-02904 Time Type: Full time Employee Group: Administrative Support Employment Type: Permanent Department: Faculty of Engineering - Systems Design Engineering - Administration Hiring Range: $61,954.88 - $77,443.60 Posting Information: This posting is for an existing vacancy.

The Administrative

Assistant to the Chair provides executive level support to the Chair and is responsible for ensuring the smooth operation and confidentiality of the Chair’s office. In addition, the incumbent assists the Administrative Officer and manages the departmental main office including supervision of the Department Assistant. Keeps the Chair apprised of priorities or urgent matters requiring immediate attention and in the absence of the Chair, responds as appropriate Organizes agendas, support materials, and creates briefing notes for the Chair prior to meetings Drafts correspondence and administrative reports, including external reports, on the behalf of the Chair.

Provides administrative support for the faculty research and teaching duties of the Chair to facilitate best time management of the Chair. Coordinates all tasks involved in the hiring of recent faculty as outline in UW Policy 76: The incumbent prepares final hiring packages for the University Appointments Review Committee (UARC), liaising with the Offices of the Vice President, Academic and Provost, and Dean of Engineering Office Arranges travel and reimbursement for candidates Processes definite-term appointments for adjuncts confirming academic qualifications and identifying any immigration requirements. Liaises with the university Immigration Specialist regarding immigration requirements for all faculty academic appointments Prepares all departmental administrative appointments related to Associate Chairs and program Directors Coordinates tenure and promotion proceedings as outlined in UW Policy 77 – Tenure and Promotion of Faculty Members.

Is responsible for establishing Departmental timelines for proceedings in conjunction with those set forth by the Dean of Engineering Office. Specific duties include collecting year-end reports from faculty members, compiling data related to research grants, publications, teaching and service activities from same, preparing summary forms, and arranging meetings.



reviews and ensures Request for Leave of Absence applications are complete prior to submitting to the Chair and Dean of Engineering Office for approval. Provides advice, guidance and interpretation of policies and procedures related to tenure, adjunct appointments, overload, administrative appointments, leaves, retirement, etc.

Maintains confidential faculty files pertaining to tenure, promotion, merit and discipline cases in accordance with UW Policy and the Memorandum of Agreement. Tracks faculty administrative tasks, committee membership, etc. Keeps the Department informed of University matters and deadlines; Prepares the agenda, meeting materials, and takes the minutes of the monthly department meetings, ensuring adherence to appropriate protocols, process guidelines and standards.

Plans and executes various special events for faculty and staff e.g. award dinners, department retreat, year-end party, retirement or promotion celebrations as required. Independently prepares meeting agendas based on input and submission from multiple faculty and staff and presents drafts to the Chair. Ensure technology systems logistics are prepared for meetings, including hybrid meetings, including creation of online polls for voting, and distribution of pertinent reports.

Keeps up-to-date records of the committee memberships and faculty service roles in an online database accessible to all department. Anticipates vacancies, oversees committee membership elections by accepting nominations and through the preparation and distribution of ballots (including e-surveys) and final tallying of votes with follow-up notices. Organises and maintain Department files, including confidential files, pertaining to the Department and the Chair’s office including faculty appointments and their activities.

Maintains data and prepares statistical analysis including graphical information for the Department for use in accreditations, annual reports, on websites, and departmental planning documents. Receives telephone and video calls for the department. Provides back‑up to Academic Services Coordinators and other administrative staff during critical times. including recruitment, monitoring job performance and work flow, providing coaching and mentoring, and delivering the annual performance review.





Provides support to the Administrative Officer as required. Identifies and recommend process improvements. Manages special projects as assigned by the Administrative Officer and/or Chair. Provides routine clerical support in the absence of the Department Assistant.

Coordinates the annual submission of professional expense and reimbursement claims on behalf of the Chair. Incumbent must have knowledge of financial policies and procedures to ensure reimbursements are properly processed. All other duties as assigned by the Chair and/or Administrative Officer.

Education Post-secondary education in a relevant field or equivalent education and experience Experience Extensive administrative experience in an academic environment Experience supporting the needs of a senior management team Proficient in Microsoft Office, online meeting software, email and outlook. Excellent customer service skills Intermediate experience with SharePoint and/or electronic file management systems Database experience an asset Knowledge of University policies and procedures Equity Statement The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

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 Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+. The University of Waterloo is committed to accessibility for persons with disabilities. At the University of Waterloo, we think differently, we act with purpose, and we work together.

We advance learning and knowledge through teaching, research, and scholarship, nationally and internationally, in an environment of free expression and enquiry. We are a leading global research‑intensive university, renowned for entrepreneurship and innovation, providing co‑op and work‑integrated learning at scale with impact.

📌 Administrative Assistant - Student (Ontario)
🏢 University of Waterloo
📍 Ontario