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. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process.Time Type: Full timeEmployment Type: PermanentHiring Range: $56,494.16 - $70,617.70The Administrative Coordinator provides administrative and operational support to the Director, Administrative Officer, Executive Assistant, and the School of Optometry and Vision Science. This role ensures the efficient coordination of the Director's Office, supports academic and strategic initiatives, and contributes to the effective delivery of administrative services across the School. The position facilitates communication, maintains critical records and processes, and supports faculty lifecycle activities, events, and facilities coordination to achieve the School's academic, research, and operational objectives.Key AccountabilitiesAssist the Executive Assistant in maintaining the Director's schedule, including coordinating meetings, prioritizing requests, and handling confidential mattersPrepares agendas, documentation, correspondence, and meeting minutes to support decision-making and follow-upMaintains electronic platform (eg. SharePoint) where best practices and relevant guidance documents are shared with faculty and staff, at the direction of the Executive AssistantProvide administrative support for program reviews, including requesting data and preparing and summarizing statistical reportsAssists in the preparation of documentation and presentations for internal and external audiences related to the SchoolResponsible for maintaining an accurate and up-to-date record of all Optometry personnelSupports faculty recruitment, appointments, tenure and promotion, and sabbatical processes as required with direction from the Executive AssistantOffice AdministrationAs first point of contact, responds promptly and professionally to in-person, email, and telephone inquiries; directs inquiries to appropriate people/departments, manages shared email inboxesMaintains an up-to-date listing of contacts and term contact lists for OptometryPurchases and maintains office supply inventory using department purchasing card and WatProcureDistributes daily mail to faculty, staff,



and students and prepares shipping documents as requiredSupports the leadership team on special projects as neededSupports the academic team with administrative processes (eg, exam printing and pick-up, student key distribution, etc.)Maintains the meeting room calendars and resolves any booking conflicts within the schoolFacilities and OperationsReports and tracks all building maintenance issues to Plant Operations and arranges for building repairs and maintenance as necessaryMaintain and monitor the door schedule for the School & liaise with IST to keep them informed of events and changes to school access hoursIssue key permits to incoming faculty/staff/students and visitors, and record/manage permit data to ensure accurate tracking and compliance with Key Control procedureManage key and fob assignments, including distribution and collectionAssist the Administrative Officer with office space allocationMaintains an internal space inventory and room availability e-record for all office and research spaces within the buildingPrimary contact for signing out Optometry van keys to students and staff for clinical placements and outreach activitiesSupports the Health and Safety Committee by scheduling meetings and minute-taking, maintaining first-aid kits, bulletin boards and completing safety inspections as requiredEvent SupportAssists and supports various team members across the school, providing logistical support and day-of-event support as requiredAssists with coordinating meetings and ordering catering for staff/faculty meetings or events; may assist with the event setup and take down as neededAssists with issuing parking permits for eventsRequired QualificationsEducation: Undergraduate degree or equivalent combination of education and experienceExperience: 2–4 years of administrative experience, preferably in an academic workplace; experience supporting senior leadership and handling confidential information; experience coordinatingevents or academic processes is an assetKnowledge/Skills/AbilitiesStrong organizational and time management skillsExcellent communication and attention to detailAbility to handle confidential information with discretionProficiency in Microsoft Office and database systemsStrong interpersonal and problem-solving skillsNature and ScopeContacts:



Regular interaction with faculty, staff, students, leadership, and external stakeholdersLevel of Responsibility: Individual contributor responsible for coordinating administrative processesDecision-Making AuthorityExercises judgment in scheduling, prioritization, and escalation of issuesPhysical and Sensory DemandsOffice work requires attention to detail and multitaskingWorking EnvironmentOffice-based academic environment with peak periods during events and academic cyclesEquity StatementThe University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. 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+. Positions are open to qualified candidates who are legally entitled to work in Canada. 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 [email protected] or 519‐888‐4567, ext.45935.About the UniversityAt 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.Internal candidates are reviewed first before external applicants are considered.Due to the volume of applications, only those selected for an interview will be contacted.

📌 Administrative Coordinator (Alton)
🏢 University of Waterloo
📍 Alton