At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. The University is a welcoming workplace for those of all abilities, interests, and expertise.

Administrative

SupportEmployment Type:PermanentDepartment:Faculty of Engineering - Systems Design Engineering - AdministrationHiring Range:$61,954.88 - $77,443.60Posting Information:This posting is for an existing vacancy.Primary PurposeThe 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.Key AccountabilitiesExecutive Administrative SupportProvides comprehensive assistance to the Department Chair to meet goals of the DepartmentManages the Chair’s schedule and coordinates often unexpected changes to detailed arrangementsKeeps the Chair apprised of priorities or urgent matters requiring immediate attention and in the absence of the Chair, responds as appropriateHandles difficult situations with discretion and maintains confidentiality including details of the Chair’s discussions and correspondenceOrganizes agendas, support materials, and creates briefing notes for the Chair prior to meetingsDrafts 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.Host visitors and provide tours as neededFaculty Relations AdministrationSupports the department in the recruitment, appointment, evaluation, promotion and retention of facultyCoordinates all tasks involved in the hiring of new faculty as outline in UW Policy 76: Faculty Appointments, including but not limited to advertising, scheduling of meetings, preparing acknowledgments, arranging candidate visits, communications with candidates, reimbursements all in closely working with the Department Advisory Committees on Appointments (DACA)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 OfficeArranges travel and reimbursement for candidatesPrepares and arranges schedules for faculty interviewsPrepares cross appointments and adjunct professor appointments.Processes definite-term appointments for adjuncts confirming academic qualifications and identifying any immigration requirements.





Continues to monitor all appointments on a regular basis for end dates and probationary term appointments to ensure renewals are process in a timely mannerLiaises with the university Immigration Specialist regarding immigration requirements for all faculty academic appointmentsProvides an orientation to current faculty members and ensures that all support services are arrangedPrepares all departmental administrative appointments related to Associate Chairs and program DirectorsCoordinates 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 approvalProvides 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 AgreementTracks faculty administrative tasks, committee membership, etc.Keeps the Department informed of University matters and deadlines; Ensures the effective and efficient operation of the department’s various committees (DACA, DTPC) and coordinates logistics as requiredDepartment and Committee MeetingsPrepares the agenda, meeting materials, and takes the minutes of the monthly department meetings, ensuring adherence to appropriate protocols, process guidelines and standardsPlans and executes various special events for faculty and staff e.g. award dinners, department retreat, year-end party, retirement or promotion celebrations as requiredIndependently prepares meeting agendas based on input and submission from multiple faculty and staff and presents drafts to the ChairEnsure 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.Department Records, Files, and Department OperationsOrganizes 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 timesHuman ResourcesSupervises the Department Assistant; including recruitment, monitoring job performance and work flow, providing coaching and mentoring, and delivering the annual performance reviewOther Departmental SupportProvides support to the Administrative Officer as requiredIdentifies and recommends process improvementsManages special projects as assigned by the Administrative Officer and/or ChairProvides routine clerical support in the absence of the Department Assistant. Including, room bookings, mail distribution and imagingFinancial DutiesCoordinates 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 processedHolds the Department Purchasing Card and makes purchases as needed including gifts.Tracks the expenses related to day-to-day operations and supplies and reports regularly to AO and ChairAll other duties as assigned by the Chair and/or Administrative Officer.Required QualificationsEducation Post-secondary education in a relevant field or equivalent education and experienceExperienceExtensive administrative experience in an academic environmentExperience supporting the needs of a senior management teamProficient in Microsoft Office, online meeting software, email and outlook.Knowledge/Skills/AbilitiesExceptional verbal and written communication skillsCalendar and Scheduling skillsExcellent customer service skillsIntermediate experience with SharePoint and/or electronic file management systemsDatabase experience an assetAptitude for attention to detail and accuracyKnowledge of University policies and proceduresEquity StatementThe 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.

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