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Job Requisition ID: Time Type:Full timeEmployee Group:StaffJob Category: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.
The internal posting deadline for this position is October 8, 2026 at 11:59PM.

Job Description
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. Reviews reports and documents prepared by the Chair and AO.
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.
Independently communicates with external candidates in searches and other candidates for 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 recent 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. The incumbent assist in identify candidates, collects all package documentation, prepares files for committee, arranges all meetings, provides assistance in preparation of briefs, reviews it for accuracy and completeness.
Coordinates merit proceedings in consultation with the Chair. 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. The incumbent is responsible for preparing spreadsheets of final merit ratings, and preparing letters of evaluation for all faculty members in the DepartmentProvides faculty members with information on sabbatical application deadlines; 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 Assistant to the Chair (London)
🏢 University-of-Waterlo
📍 London